We are seeking a Senior Administrative Coordinator to provide high-level administrative support and coordinate general office duties that are necessary for the efficient operation of the Civil and Systems Engineering Department.
The Sr. Administrative Coordinator performs all day to day administrative activities supporting the Civil and Systems Engineering Department Chair and Administrative Manager. The Sr. Administrative Coordinator coordinates all fiscal and non-fiscal activities for the Department.
The coordination of the department activities and programs involves faculty, students, and staff along with partnerships with other departments, organizations and communities. Duties will be of a sensitive and confidential nature. This support spans across academic and nonacademic activities for the department.
Specific Duties & Responsibilities:
Manages the office support for the Chair of the department, the Administrative Manager and faculty.
Maintains Chair's calendar and schedules meetings. Takes phone messages daily and drafts department correspondence on an as needed basis.
Maintains department's directory and database of faculty, staff, and visitors.
Oversees the broadcast emails as requested by faculty and staff. Updates and maintains department mailing listservs.
Supervises one staff at full-time and/or a Randstad temporary employee for the department to include hire, termination and discipline actions to include training, providing technical support and providing administrative direction.
Supervises student worker(s) and intern(s) – train and delegate work to include hiring and interviewing the prospective student workers.
J-Card Access coordinator and point of contact. Disperses keys as requested and maintains and updates key inventory database regularly.
Oversees the processing of building service requests with university facilities department i.e., problems with HVAC, leaks, etc...
Maintains office supply inventory and manages office equipment.
Maintains, assigns, and updates the department's office space floor plan. Completes the Space Survey every few years for Cost Analysis using AttainSpace.
Monitors and updates the departmental website using WordPress in conjunction with the department's Communication Specialist.
Schedules and processes appointment documents and visa applications for visiting scholars, visiting faculty and postdoctoral fellowships.
Serves as the international employee liaison and manage the visa process for all international appointments to include the communication and coordination with third-party visa sponsors and the Johns Hopkins Office of International Services.
Coordinates the faculty search process – drafts the faculty search plan, drafts the job description, places ads, maintains applications, recommendation letters and all correspondence to and from the applicant using Interfolio.
Manages the Department and Faculty Non-Sponsored accounts to include reconciliation, tracking expenditures, coordinating purchases and supplies, submitting invoices.
Uses SAP and Procurement card to purchase office, lab and research supplies and pay vendor invoices and submits travel expense reimbursements as a delegate in Concur for faculty and visitors.
Facilitates the addition of vendors and independent contractors' contracts into the SAP system and initiates foreign wire transfers as needed.
Manages all HR payroll activities for the department. Prepares all payroll documents, hiring and termination, including ISR's and Eforms. Tracks appointments for terminations and re-appointment.
Coordinates student payroll and entering hours in CATS.
Meetings & Events:
Schedules meetings and events for faculty and staff as requested and reserves rooms.
Coordinates Advisory Committee's correspondence and meetings and drafts the agenda.
Prepares all materials for meetings, educational seminars, training programs, community forums, and conferences.
Assists faculty with scheduling department weekly seminars and annual special events and lectures. Drafts and disperses seminar announcements, schedules and coordinates visits of speakers – making hotel arrangements, processes honorariums and non-employee travel expense reports. Webinar scheduling and setup as needed (notifying speakers and email announcements).
Oversees the luncheon and meeting setups and cleanups, and schedules catering for meetings and events.
Faculty and staff of various departments within the school, central JHU offices such as Purchasing, Accounts Payable staff. Plant Operations staff when reporting problems, WSE Facilities Manager,
Faculty in various universities when scheduling seminars and meetings, engineering firms and outside vendors for purchasing.
This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma or GED required.
Five years progressively responsible administrative experience.
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. 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.
Five or more years of related experience in administrative/office settings, in an academic or research environment.
Two years of college coursework or equivalent additional work experience preferred.
Bachelor's Degree preferred.
Special Knowledge, Skill & Abilities:
High level of proficiency in computer skills including Microsoft Office (Word, Excel, Outlook) and other software programs is required.
Excellent organizational, time management and interpersonal skills, and oral and written communication skills.
Knowledge and experience with business and financial processing, such as expense reimbursements, payment of invoices, are also critical skills needed in the successful candidate.
Effective team player with excellent interpersonal and public relations skills.
Ability to maintain confidentiality, communicate tactfully, and maintain rapport.
Requires a professional manner, attention to detail, and the ability to work independently with little direction.
Ability to prioritize while handling multiple tasks under pressure and deadlines.
SAP and Concur experience preferred.
One Administrative Coordinator, TBN or Temporary Employee and student office workers.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: Mon - Fri - 8:30 - 5:00 Exempt Status: Non-Exempt Location: Homewood Campus Department name: Department of Civil Engineering Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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 Talent Acquisition Office at email@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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