The Department of Community Living seeks an Administrative Coordinator who will provide administrative support to Community Living administration and staff, including special projects, office work flow, appointments, correspondence, budgets, data compilation and records control. This role may perform duties of a confidential nature. The position reports to the Executive Director of Student Services Auxiliaries and Facilities Planning and provides administrative support to both the Executive Director and the Director of Housing Operations.
Specific Duties & Responsibilities:
Provide administrative support to the Executive Director of Student Services Auxiliaries and Facilities Planning and the Director of Housing Operations.
Schedule appointments, manage calendars, and make detailed meeting arrangements, involving departments across the JHU enterprise.
Answer phones, update documents, and any other areas needed to support the success of these senior managers.
Deal with confidential information regarding students, staff, parents, and others.
Support departmental operations, this may include assisting with the responsibilities of an open position, coordinating a new area of responsibility, or conducting research by contacting other institutions,, students and/or review literature.
Respond to confidential requests and maintain confidential files; draft correspondence; produce reports, charts and other final drafts; Resolve problems and/or refer.
Plan /coordinate travel, meetings and special events.
Schedule meetings, appointments; record and maintain minutes of departmental meetings; handle calls, greet and assist visitors, maintain departmental records. Serve on departmental committees.
Provide support and/or manage special programs or projects as assigned.
Community Living Support
Central point of contact for Community Living including managing incoming phone calls and email.
Direct inquiries to Community Living offices, including Housing, Dining, Scheduling and Events, Off Campus Housing, Residential Life, Technology, and Finance.
Maintain general understanding of all Community Living offices, including appropriate policies and procedures.
Engage with Community Living initiatives through administrative support and/or committee involvement.
Handle US Census requests for all JHU Housing
Maintain financial reports and summarize data.
Assist with budget preparation and analysis.
Assist with monthly reconciliation as needed
Manage reimbursement requests for staff and students.
Complete all office supply orders and equipment requests.
Produce standardized Community Living publicity materials including but not limited to fliers and posters.
Maintain an annual calendar of marketing materials that are produced annually; engage with staff to update materials, and sent to printer for production
Collaborate with other Community Living staff to maintain on-branded materials throughout all Community Living areas
Perform 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 Community Living.
Demonstrates sensitivity to the interrelationship of both people and functions within Community Living.
Minimum Qualifications (Mandatory):
High School Diploma/GED required. Bachelor's Degree preferred
3 years related experience required. Additional education can be substituted for some experience.
Special Knowledge, Skills, or Abilities:
Excellent oral and written communication skills; ability to interact with students, parents and staff at all levels.
Experience with Microsoft Office, Zoom, Microsoft Teams, Concur and Adobe CS. Knowledge of SAP is helpful.
Strength in writing, aptitude with computers and ability to learn new programs quickly; ability to create correspondence, and reports.
Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within given time frame, and organize daily workload according to new and developing situations.
Previous experience in a college environment preferred.
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 the 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.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30 am - 5pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Community Living Operations 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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. 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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