The Department of Environmental Health and Engineering is seeking a qualified candidate to serve as the departmental Administrative Coordinator. The successful candidate will oversee the administrative needs for the department which uniquely spans two divisions within the university, namely the Bloomberg School of Public Health and the Whiting School of Engineering. This position will physically be located on the Homewood campus but will collaborate with the administrative team across the divisions. As a very visible position that will interact with administrative, financial, academic, communications, and programmatic teams.
This position will include extensive internal and external interaction with faculty, staff, students, and other guests through phone, e-mail, other written correspondence, and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.
Specific Duties & Responsibilities:
- The Administrative Coordinator ensures smooth management of the day to-day administrative operations of the institute and serves as an information resource and provide assistance for departmental leadership, faculty, staff, and students, as well as contacts from outside the institute.
- Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
- Communicates effectively and maintains positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the institute.
- Independently manages projects, develops, and maintains positive working relationships internally and externally to the institute, the University, and with all those they personally encounter including University representatives, faculty, staff, and students.
- Documents administrative systems, creating, compiling and updating policies & procedures as needed.
- Plans, coordinates and/or supports routine and special events, activities, meetings, seminars, presentations and helps host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately.
- Maintains calendar; schedules appointments and meeting rooms for 3 conference rooms in institute.
- Performs other duties as required.
Minimum Qualifications (Mandatory):
- High School Diploma/GED.
- Three years related experience.
Preferred Qualifications:
- Bachelor's Degree preferred.
- Experience in an academic setting is strongly preferred.
- Concur, SAP experience desired.
- Excellent skills in Microsoft Word, Adobe and office skill required.
- Additional education may be substituted for experience, to the extent permitted by the JHU Equivalency Formula.
Special Knowledge, Skills & Abilities:
- Independent worker, who is flexible, motivated and able to handle multiple tasks and deadlines in a fast-paced environment with professionalism and accuracy.
- Must be collaborative with excellent interpersonal and customer service skills.
- Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of faculty, staff, students, and leadership both inside and outside the institution.
- Ability to exercise high level of independent judgment and proactive initiative in making decisions on the Sr. Administrative Manager's behalf.
- Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the institute and its leadership.
- Knowledge of office administration, record keeping systems, effective scheduling and administrative support services and skills.
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.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Environmental Health and Engineering
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 jhurecruitment@jhu.edu. 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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