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Johns Hopkins University Administrative Coordinator in Baltimore, Maryland

We are seeking an Administrative Coordinator who provides high-level administrative support to the department of Mechanical Engineering. This person must maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues.

Specific Duties & Responsibilities

  • Manage the primary department telephone line, retrieve and relay messages to appropriate parties.

  • Greet and provide assistance to all parties doing business with the department.

  • Draft and prepare for signature, office communications as well as proof read and edit confidential and sensitive information.

  • Assist in defining and documenting standard office policies and processes for the department.

For Faculty, Students, and the Department, Generate, Submit, and Track the following

  • Shopping cart orders, travel.

  • Travel/non-travel reimbursements, check requests, non-payroll cost transfers, software orders.

  • P-card ordering: P-card allocation collect & match receipts to credit card statements.

  • P-Card Reports: Notify account holders for receipts needed.

  • Inventory and purchasing of office and kitchen supplies, petty cash forms, vendors listed in SAP, equipment tag number requests, shipping of packages, maintenance and IT service requests, key issuing, parking validation, order parking passes, manage department announcement boards, sorting and delivery of mail, maintain filing system (electronic & paper) for ease of retrieval.

  • Plan and schedule events including Fall & Spring Design Day.

  • As needed, provide support to the departments Grant & Contracts Analysts through tracking project expenditures on daily, weekly, and monthly basis, reconciling budgets, and preparing reports.

  • Locate and compile information and format reports, graphs, tables, records, and other sources of information.

  • Coordinate and assist with planning of special projects and events, office activities, and committee meetings as requested.

  • As needed, provide special project support to the department Chair, Administrator, and Sr. Administrative Coordinator.

  • Other duties and projects as assigned.

Special Knowledge, Skills & Abilities

  • Demonstrated ability to work independently and as part of a team.

  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.

  • Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.

  • Excellent computer literacy skills (Excel, Access, Word, PowerPoint, Dreamweaver preferred) and ability to learn new software.

  • Excellent writing and verbal communication skills, also, with exceptional attention to detail.

  • Strong interpersonal skills and ability to work as part of a team.

  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.

  • Applicants for this position may be required to complete skills assessments appropriate to position description.

Minimum Qualifications

  • High School Diploma or graduation equivalent.

  • Three years related experience.

  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($34,995 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F/37.5

Exempt Status: Non-Exempt

Location: Homewood Campus

Department name: ​​​​​​​Department of Mechanical Engineering

Personnel area: Whiting School of Engineering

Total Rewards

The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (https://diversity.jhu.edu/roadmap-on-diversity-and-inclusion/) .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

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Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Note: Job Postings are updated daily and remain online until filled.

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.