The Administrative Coordinator will provide clerical, administrative and financial support. This position will report directly to the Sr. Administrative Coordinator. The administrative duties include schedules calendars, answer calls and organizes and coordinates domestic and international travel arrangements, meetings, conferences and workshops. Assist Sr. Administrative Coordinator on the faculty recruitment process by scheduling interviews, making travel and lodging arrangements. Responsible for document maintenance for technical reports, manuscripts and publications. Responsible for the Institute Accounts Payable Activities.
Accounts Payable Responsibilities (50%):
Prepares and processes online check requests, non-employee travel reimbursements and employee advances and reimbursements
Ensure completeness and accuracy of documentation according to University policy
Tracks and follows up on all payments and travel reimbursements to ensure that funds transferred in a timely manner
Coordinates with new and active vendors to ensure that vendor numbers and banking information are accurately set up in the SAP system
Keep up to date on all policies and processes associated with travel reimbursements, payments and vendor set up
Administrative Support (50%):
General Administrative Support:
Provide administrative assistance to the IIP faculty, including handling all travel needs, organizing mail, updating the curriculum vitae, placing supply orders and managing the electronic calendar
Answer calls and direct to appropriate offices as necessary
Greet and direct visitors to meetings and other duties as required
Represent and effectively communicate with guests, faculty, domestic and international professional colleagues over telephone, in person and written correspondences
Prepares and processes shopping carts, telecom request and ticket help request
Maintain inventory of office supplies
Arrange for outgoing courier packages and sort/distribute incoming mail and delivery daily
Other duties as assigned
Create interactive forms which allow participants to provide hotel, catering, and transportation needs to the meeting planner
Execute all aspects of meeting, event and conference arrangements, which can include ensuring participants arrival methods, lodging arrangements, catering and A/V and any ad hoc requests
Develop logistics budget projections and track expenses in all areas of meeting planning
Schedules division conference room use
Document Maintenance Responsibilities:
Prepare minutes from coordinated meetings
Prepare and edit presentation materials for meetings, conferences, lectures and events
Conducts library research and participates in editing and preparing manuscripts, scientific illustrations, references for manuscript, computer graphics for publication and ensure compliance in the submission process
Provide assistant with formatting and collecting required materials for grant proposals such as compiling curriculum vitae’s and providing meeting/travel budget projections
Maintains electronic copies of documents in files
High School Diploma / GED
Three years of related experience required
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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.
Experience using SAP travel systems
Proficiency in Microsoft Office; knowledge of Word and Excel required
Proficient use of Adobe, MS Suites and other electronic sources of information
Special Knowledge, Skills, and Abilities:
Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet the administrative needs as deemed necessary
Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude
Demonstrate the ability to relate well and work with all levels of staff
Must be highly organized
Must be able to maintain confidentiality
Ability to multitask in a changing working environment
Learn and use new programs and technologies to perform job
Perform duties without direct supervision or guidance on a regular basis
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95 (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001147-Institute for International Prgms IIP Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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