The Administrative Coordinator will provide administrative office support to the Office of Online Education (OOE), the Office of Assessment and Evaluation (OAE), and the Office of Information Technology (OIT). The amount of support should equal approximately 45% each for OOE and OAE, and 10% for OIT.
The position will interact with a variety of School of Medicine faculty, staff and students, as well as external stakeholders. The environment is fast-paced and collaborative, and requires the ability to manage competing priorities in a timely manner.
The Administrative Coordinator is an important member of the offices they support, and will work closely with a number of stakeholders, including staff from the three offices, staff and faculty from throughout the Johns Hopkins University School of Medicine and the Johns Hopkins enterprise, learners, and vendors.
The Administrative Coordinator reports jointly to the OOE Administrative Program Coordinator and the Director of OAE, with dotted line responsibility to the Director of OIT. Oversight of individual responsibilities and tasks may reside with the team member who made the assignment.
Specific Duties & Responsibilities
Provide administrative support to the directors and staff of OOE, OAE, and OIT, to include managing calendars; scheduling regular and ad hoc meetings; organizing and maintaining paper and electronic filing; preparing materials for meetings; arranging travel; arranging conference registrations; etc.
Support OOE, OAE, and OIT projects such as, for example, running reports from various systems, preparing/formatting powerpoints, and building Excel spreadsheet documents
Arrange meetings with vendors
Take minutes during meetings as requested
Arrange events as requested, to include securing physical or videoconferencing (currently Zoom and Microsoft Teams) location, ordering food, issuing invitations and tracking participation, arranging for AV or other support, etc.
Support live videoconferencing events, including hosting, recording, managing breakout and waiting rooms, monitoring chat, etc.
Submit accounting transactions (such as A/R invoices, expense reimbursements, online check requests, non-payroll cost transfers, etc.) using the JHUSOM accounting system (currently SAP)
Reconcile monthly revenues and expense statements from SAP or other JHU accounting system with financial transactions submitted
In coordination with the Directors of OOE and OAE and the OOE’s Administrative Program Coordinator, develop vendor contracts and purchase orders as needed and shepherd through the procurement system
Oversee office supplies including inventory and ordering
For OOE and OAE, use Procurement Card for purchasing in accordance with university policies, and reconcile Procurement Card statements
Serve as receptionist for OOE, greeting clients, answering phones, maintaining reception and conference space, etc.
Other duties of similar nature as assigned
Minimum Qualifications (Required)
High School Diploma/GED.
Three (3) years related experience.
Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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 with SAP preferred
Special Knowledge, Skills, and Abilities
Experience providing complex administrative support to multiple individuals.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent written and oral communication skills
Experience using videoconferencing systems (such as Zoom, Microsoft Teams, etc.)
Strong attention to details
Superior organizational skills
Excellent time management skills
Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT staff, etc.
Demonstrated ability to maintain the highest levels of professionalism with all stakeholders.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.42 - $23.95/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30am-5pm/ 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003320-SOM Admin Registrar General Admin Personnel area: School of Medicine
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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