The Housing Operations Department is seeking an Administrative Coordinator who coordinates and supports critical Housing Operations Facilities functions. Exercises ability to multitask while prioritizing tasks independently. Excellent customer service skills are necessary to provide professional and courteous service to students, parents, vendors, and other visitors. Supports marketing communications; manages and maintains the facilities database for maintenance requests in the Housing Operations Facilities Office; exercises independent judgment; supports Assistant/Associate Directors and the Director of Housing Operations as needed.
Specific Duties & Responsibilities:
Wolman Facilities Office Functions
Manages the front desk operations of the Housing Operations Facilities Office. Receives and responds to all incoming calls, emails, and walk-ins regarding student, parent, and campus partners questions and concerns.
Hires and supervises student employees.
Coordinates facilities operations in the Housing Operations Office. Serves as the first contact for students, parents, facilities staff, contractors and retail vendors.
Receives work requests, prioritizes, and dispatches work to appropriate staff and contractors.
Oversees the work management system, including inputting and closing work orders, providing daily reports, and following up with student and staff regarding open work orders.
Assists with the integration and implementation of technology solutions, including but not limited to StarRez, S2, Maximo, Laundry portal, TK portal and Regional Pest Portal.
Sends correspondence to students, parents, and staff in regards to maintenance/contractor in-suite work, project updates, warning notices, damage billing, and closedown periods.
Assists with the year-end vacate damage walk through assessing damage costs.
Assist in producing highly polished Housing marketing materials, primarily for facilities advertisements, general signage and health and safety checks.
Assists with the quarterly scheduling and operation of the fire drills for all residence halls.
Assists with the management and tracking of signing out keys, access cards, and bins/dollies to students living in on campus housing. Responsible for the organization and management of lost keys or access cards.
Manages the bed loft request process.
Assists with the management and troubleshooting of the residence halls card access system.
Participates in the opening and closing of residence halls.
Develops and maintains customer refund system for vending and laundry.
Attends project meetings as necessary.
Teaches and maintains audio/video equipment in various amenity.
Performs minor maintenance on bins, printers and other office equipment/furniture.
Acts as liaison with Comcast, Caldwell and Gregory, TK, and other vendors concerning on-site equipment.
Provides general administrative support to the Housing Facilities team.
Manages the Housing Operations Facilities Office supply orders.
Utilizes strong verbal and written communication skills as well as proficient computer skills.
Enters and tracks damage billing/ charges, develops summaries and identifies issues of concern.
Responsible for customer service surveys bi-weekly to assess student satisfaction with facilities work that was reported.
Communicates with a variety of audiences regarding housing information, policies, customer complaints and other sensitive issues.
Responsible for participation in the Johns Hopkins Student Summer Job Program and supervises interns.
Operates computer to access e-mail, electronic calendars, and other basic office support software.
Other duties as assigned.
Scope of Responsibility
Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
Demonstrates sensitivity to the interrelationship of both people and functions within the department.
Minimum Qualifications (Mandatory):
AA, or some college is required.
BA/BS is preferred.
Minimum of 2 years of experience in customer service or work in a collegiate environment preferred.
Additional education may be substituted for years of work experience.*
*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.
Special Knowledge, Skills & Abilities:
Strong administrative/organizational skills, exceptional customer service skills, excellent computer skills - report writing, desktop publishing, webpage design, word processing and spreadsheet.
Ability to efficiently multitask and prioritize while handling high volumes of telephone calls and provide service for walk-in service requests.
Must demonstrate strong verbal and written communication skills.
Ability to work autonomously and show initiative; must be flexible to handle multiple tasks.
Excellent customer service skills are necessary to provide professional and courteous service to students, parents, vendors and other visitors.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 am - 5 pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Housing Facilities Personnel area: University Student Services
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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
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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