Administrative Coordinator

at  Johns Hopkins University

Sponsored Projects Shared Services is seeking a qualified candidate to serve as the departmental Administrative Coordinator. The successful candidate will oversee the administrative needs for the department. As the position involves considerable work and issues of a sensitive and confidential nature, the successful candidate must demonstrate careful judgment, a high level of discretion and the ability to work independently. The successful candidate will work effectively with senior leaders at the university.

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: $18.20 - $33.90 HRLY (Commensurate with experience)
  Employee group: Full Time
  Schedule: Mon - Fri, 37.5 hrs
  Exempt Status: Non-Exempt
  Location: Hybrid/JH at Keswick
  Department name: Sponsored Projects Shared Services
  Personnel area: University Administration

• Schedule appointments and manage calendars for Directors, Managers, and Supervisors in the Finance Department using Outlook.
• Organize and scan documents in Oculus for record retention, ensuring accurate numerical order. Oculus contains the source for documentation requested by internal and external auditors.
• Coordinate personnel records. Process ISRs for new hires, salary increases, terminations, overtime, LOA, personal data change, special check requests, etc. Maintain confidential and sensitive information regarding payroll information for all employees.
• Process HR forms including FMLA letters for staff going out on medical leave, ISRs for Short Term Disability relating to FMLA. Also update E210 to reflect FMLA and STD status.
• Schedule appointments including internal and external meetings, events, etc., on behalf of the Finance Department. Manage conflict-free schedules of meetings and appointments. Exercise a high level of independent judgment in prioritizing requests for time on leadership calendars and resolving scheduling conflicts.
• Ensure that leadership is fully prepared for meetings and appearances. Compile and prepare materials, confirm meeting details and expectations regarding leadership appearances.
• Triage and process all incoming mail. Answer multi-line telephone for incoming calls in an efficient and professional manner. Answer questions, provide guidance, and disseminate information based on knowledge and understanding of programs, initiatives, goals and objectives of the offices.
• Ensure a solid understanding of the file management systems. Assist in the implementation and consistent use of file management systems. Ensure files are well organized, maintained and up to date. Copy and collate materials as needed. Participate in oversight of records retention.
• Process in SAP non-travel reimbursements, timesheets for casual employees, invoices, and shopping cart.
• Prepare letters and packages for mailing or courier/FedEx shipments.
• Provide staff support for administrative coordinators out of the office on vacation or sick leave.
• Perform other clerical duties as requested.