The Administrative Coordinator will provide overall administrative and office support for multiple faculty in the Department of Environmental Health and Engineering. The position will serve as a point of contact and as an informational resource; therefore, the delivery of accurate and timely replies to inquiries regarding administrative matters from faculty, staff and students is a priority. To operate in this fast paced work environment, a high degree of organization, professionalism, and adaptability is needed.
Effective problem solving and decision making is required to ensure successful completions of tasks. The position requires a proactive approach to managing workflow, ability to balance competing priorities, and effective communication with various faculty and administrative support personnel.
Administer calendars as needed, schedule appointments, arrange/plan meetings and events, and coordinate travel arrangements for multiple faculty members. Submit and process hotel and travel reimbursements, as well as process check requisitions.
Develop and maintain a monitoring system to track all reimbursements, online payments, and shopping cart goods receipts.
Assist in course preparation such as assembling teaching material and syllabi, maintain up-to-date faculty biosketches, photocopy and scan materials. Assist in the preparation of grants, collect and assemble scientific manuscript information, and complete administrative reports. Submit help tickets for all office needs including IT and facilities maintenance requests. Maintain a supply of needed office materials and order additional supplies.
Will make research related procurements. Maintain records through filing, retrieval, retention. storage, and updating. Prepare letters and packages for mailing or ground/express shipments and renew licenses and memberships. Identify and resolve administrative problems and issues. Use computer to access e-mail, electronic calendars, and other basic office support software.
Utilize various software applications, such as Microsoft Office and Hopkins SAP, to complete tasks. Will work with confidential information. On a regular and continuous basis, exercise administrative judgement and responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
This position will directly report to the Administrator.
High School Diploma/GED.
Years of Experience:
Three years related administrative experience required in a highly visible, fast paced work environment.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Proven ability to manage multiple competing demands concurrently and prioritize workloads as needed to meet deadlines.
Ability to work independently, as well as demonstrated success as a member of a team. Proven ability to work with minimal supervision and to exercise independent judgement and discretion.
Strong organizational and time management skills. Must be detail oriented and possess a high degree of self-motivation and initiative. Intermediate to advanced proficiency using Microsoft Office suite, Outlook and the internet. Strong written and oral communication skills.
Posted Preferred Qualifications:
Experience working with SAP preferred. Experience with grant preparation preferred
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.