Administrative Coordinator

at  Johns Hopkins University

We are seeking an Administrative Coordinator who will provide exceptional administrative support to the faculty, staff, and students of the William H. Miller III Department of Philosophy within the Johns Hopkins University Krieger School of Arts & Sciences (KSAS).

SPECIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent planning, organizational and time management skills.
• Excellent oral, written, and interpersonal communication skills.
• Ability to multitask, work independently, and use discretion and sound judgment in independent decision-making.
• Ability to ensure and maintain confidentiality and professionalism.
• Commitment to customer service excellence.
• Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint

PHYSICAL REQUIREMENTS FOR THE JOB

• Able to sit in a normal seated position for extended periods, use of computer keyboard, able to lift minimum weight (10 lbs.)

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.

PREFERRED QUALIFICATIONS

• Associate’s or Bachelor’s Degree.
• Previous work in an academic/higher education setting.
• Knowledge of JHU as an enterprise.
• Previous experience with SAP.
  Classified Title: Administrative Coordinator
  Role/Level/Range: ATO 37.5/02/OE
  Starting Salary Range: $18.20 - $26.00 - $33.90 HRLY (Commensurate with experience)
  Employee group: Full Time
  Schedule: 8:30 am - 5:00 pm Monday - Friday
  Exempt Status: Non-Exempt
  Location: Hybrid/Homewood Campus
  Department name: Philosophy
  Personnel area: School of Arts & Sciences

• Plan, coordinate, and/or assist in all departmental events and talks, including making travel and/or hotel accommodations for guests, catering arrangements, room scheduling, A/V setup, processing honoraria, travel, and research reimbursements payments.
• Assists the chair, faculty, staff, graduate, and undergraduate students with administrative, event-related, or other tasks.
• Maintain departmental calendar of events; sends announcements of events when appropriate.
• Serve as a procurement card holder; maintain logs, receipts, and review/allocate charges to maintain compliance with policies.
• Send Payment Works invitations to establish speakers, guests, and organizations as new vendors.
• Maintain and update departmental website.
• Compose, edit, and distribute routine correspondence.
• Assist the Department Administrator with faculty searches which may include some or all of the following: hotel arrangements, creating in-person and hybrid day schedules and meetings between the candidates and the faculty and deans, and the scheduling of the candidate’s talk.
• Email and/or post announcements and other communications relevant to the members of the department and related communities.
• Review, and act upon, messages received in the general departmental email account.
• Work with Facilities to address maintenance issues.
• Maintain the inventory and arrangement of office supplies including ordering supplies as needed.

• Provide general office assistance including,
  o Serve as first point of contact for all visitors to the administrative suite.
  o Answer and direct phone calls and emails.
  o Open and distribute mail.
  o Pick up and deliver materials.
  o Prepare letters/packages for mailing/shipment.

  o Maintain professional appearance of communal department spaces, including front office and kitchen.

• Assists other staff members, as needed.

• Other duties as assigned.