Job Description

We are seeking an Administrative Coordinator who will provide administrative support and perform general office management duties necessary in the efficient operation of office, including the coverage of multi-line telephone, preparing correspondence, receiving and directing visitors, maintaining group\'s calendar, keeping track of and ordering office supplies and maintaining records and files for the Department of Health, Safety and Environment.

Specific Duties & Responsibilities

• Coordinate and provide various general office services, eg payroll, purchasing, records control, office moves/renovations, repairs and services.
• Identify and resolve administration problems and issues. Analyze operating practices, processes and procedures (eg record keeping systems, form controls, office layout, personnel requirements). Develop and recommend administrative processes/procedures to assure efficiency in general office operations.
• Administer the unit\'s budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. Ensure accuracy and compliance with approved budget.
• Develop and compile reports. And may assist with preparation of presentations.
• Prepare meeting materials (eg draft agenda, collect relevant information) and staff meetings.
• Answers multi-line telephone for three technical divisions of the Department of Health, Safety and Environment. Takes messages for and relays them to staff members.
• Receives office visitors and provides factual information in response to specific inquiries.
• Coordinates office services such as purchasing, payroll and records control.
• Verifies each employee\'s procurement card statements to their purchases for each month.
• Assist with special event planning and coordination including meetings, conferences, work groups and training sessions.
• Receives and distributes incoming mail for department. Sends routine acknowledgements or selects form letters in response to routine inquiries according to specific instructions.
• Prepares letters, packages, etc. for pick-up by outside delivery service. Prepares bulk mailings as necessary, i.e., stuffing, addressing and sealing outgoing envelopes.
• Maintains calendar, schedules appointments and meeting rooms.
• Maintains and revises files both electronically and hard copy pertaining to office correspondence, technical reports, databases, invoices, training, and other records. Maintains extensive office library of periodicals and technical documents.
• Maintains and requisitions office supplies, and small equipment repair and maintenance services.
• Assemble and generate reports for JH administration and other entities.
• Maintains and monitors non-business hour answering machine.
• Retrieves mail from building mail room and distributes to staff mailboxes.
• Initiate online payment or reimbursement requests with attention to accuracy in data entry, monitor workflow through to final approval and release by Accounts Payable.
• Independently review vendor invoices prior to initiating online payment request transaction.
• Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies.

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.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($50,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F/40 hours
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Admin Safety Safety Administration
Personnel area: School of Medicine

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:

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the .

Equal Opportunity Employer

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.

EEO is the Law
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Accommodation Information

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 . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit .

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.

Note: Job Postings are updated daily and remain online until filled.

School of Medicine - East Baltimore Campus

Johns Hopkins University