As a highly visible team member, we are seeking a Senior Administrative Coordinator who will provide high-level administrative support to the Chair, faculty, and staff at the Johns Hopkins University Mathematics Department. This role will be responsible for a wide range of administrative duties. Work assignments will involve considerable judgment, tact, creativity, initiative, an appreciation for tight deadlines, an unwavering commitment to the organization, and a positive attitude.
The primary responsibilities are to provide administrative support to faculty, staff and students, assist with the faculty recruitment process, manage special events and seminars, manage department website content, process transactions in SAP, and general duties as assigned.
Specific Duties & Responsibilities
Day to Day responsibilities
Maintain department calendars.
Facilitate in person and virtual meetings and conference calls.
Manage all logistics for seminars, weekly events and special events.
Order supplies and materials and track inventory
Use various software applications, such as spreadsheets, and graphics packages to assemble, manipulate and/or format data and/or reports.
Analyze operating practices, processes, and procedures as it relates to the office. Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
Demonstrates the ability to prioritizes daily tasks and assignments and maintains a high degree of professionalism.
General administrative duties to include, but not limited to scanning, copying, sorting mail, office, and kitchen supplies, and greeting and assisting visitors.
Performs other duties as assigned.
Accounts payable activities to include vendor setup, online payment requests, expense reimbursements, and other SAP transactions.
Procurement of goods for the institute utilizing shopping cart or other preferred university procurement methods.
Provide backup to Budget Analyst.
Manage weekly seminars, meetings and special events.
Coordinate all logistics for meetings, conferences, department events on and off campus.
Publish and distribute posters for events.
Locate and collaborate with caterers to get multiple quotes for annual events for approval.
Create and distribute surveys, invitations, and manage RSVPs.
Request Audiovisual equipment.
Prepare, analyze, and organize seminar reimbursements for processing.
Monitor budget related to each event.
Arrange hotel & shuttle reservations for visitors and update information on the shared network drive for staff access.
Develop, distribute, maintain, and organize reimbursement forms and visitor packages.
Distribute and collect surveys.
Manage textbook ordering, collection and distribution to faculty and TAs.
Special Knowledge, Skills, & Abilities
Ability to work independently and collaboratively as a part of a team; to take initiative and be flexible.
Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
Perform duties without direct supervision or guidance on a regular basis.
Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities.
Respond to requests and urgent matters quickly and creatively and excellent with follow-through.
Possess excellent organizational skills and attention to detail to track and/or manage various.
projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
Possess a professional manner and has communication and interpersonal skills necessary to handle sensitive and confidential situations with poise, tact, and diplomacy.
Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Adept in effectively communicating through strong oral and writing skills.
Experienced in writing and editing professional letters, reports, and documents.
Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research.
Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred, Bachelors Degree.
Classified Title: Sr Administrative Coordinator
Working Title: Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday/8:00 am - 4:30 pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Mathematics Personnel area: School of Arts & Sciences
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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.
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