Personnel area: UN04 Whiting School of Engineering
The Sr. Administrative Coordinator will provide expert administrative support and event planning for the Department of Computer Science and the JHU Information Security Institute. The ideal candidate for this position must be able to work in a demanding, fast-paced, and collaborative work environment, as part of a support team committed to excellence in customer service to identify and resolve administrative problems and issues. This position requires a high level of public relations skills to effectively execute the various job responsibilities. This position will regularly deal with sensitive and confidential information and must exercise professionalism and discretion.
Administrative Duties and Responsibilities:
Provide comprehensive administrative and project support to the Administrator, Chair of the CS Department, and the Executive Director of JHUISI.
Manage and maintain electronic calendars for the Administrator and chair as needed, based on knowledge of goals and priorities of the department.
Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.)
Manage activities related to front office reception including managing and supervising of Student Office Assistant(s); schedule work hours to provide coverage during peak times, assign tasks, and ensure quality and completion in a timely and efficient manner.
Receive and distribute mail and packages that are delivered to the office.
Order and maintain standard office supplies for the department.
Order and maintain supplies for 2nd floor kitchen and coffee service including weekly milk delivery and other coffee supplies.
Maintain records for keys and parking passes.
Maintain schedule of conference rooms in Malone Hall including responding to requests for space and resolving scheduling conflicts.
Coordinate monthly faculty meetings and faculty committee meetings, including standing, ad hoc, and search committees. Communicate schedule to appropriate attendees. Arrange for lunch as appropriate.
Coordinate all aspects of guest lecturer visits including communicating details to invited speakers, reserving hotel room, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online seminar speaker calendar, CS website, advertising departmental seminars to various email lists.
Gather information, prepare, and submit departmental requests for new faculty appointments. Monitor appointment expiration dates to ensure prompt renewal as appropriate, including updates to payroll as needed.
Coordinate with department chair to schedule reviews of junior faculty. Coordinate logistics of the semi-annual External Advisory Committee meetings. Tasks include communicating with board members regarding meeting dates, details, attendance, travel and accommodation needs, agenda, food ordering, and collecting/producing/distributing meeting materials.
Schedule regular administrative staff meetings and coordinate agenda for each meeting.
Coordinate, or assist with coordination, and execute all aspects of various department, institute, and faculty related events including recruiting and orientation events, annual State of the Department talk and luncheon, commencement reception, alumni events, student events, faculty conferences and workshops, faculty candidate visits, and the Masson and Krasnopoler lectures. Manage related costs and ensure prompt processing of payments to vendors as needed.
Work with the department Communications Specialist to ensure timely announcements and production of related materials for events.
Maintain calendars for Department Chair and Administrator based on knowledge of goals and priorities, schedule appointments, arrange meetings, make travel arrangements as needed, draft and edit correspondence. Serve as the administrative point of contact for the department chair and provide calendar information and scheduling as needed.
Assist with departmental onboarding for new faculty, researchers, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
Assist in defining and documenting standard office policies and processes.
Represent the Chair, Institute Director, Administrator and the department as appropriate when communicating with faculty, administrators, staff, and external contacts to respond to questions, resolve issues, and gather data as needed.
Other duties and projects as assigned.
High school diploma/GED required. Five years of progressively responsible administrative experience required. Additional education can be substituted for some experience.
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.
Bachelor's degree plus 2 years progressively responsible administrative experience preferably in an academic setting. Strong customer service orientation. Knowledge of SAP, JHU policies, procedures, and administrative/financial systems preferred.
Special Knowledge, Skills, and Abilities:
Experience in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
Experience providing management support including demonstrated ability to compose written and electronic communications. Selected candidates may be required to complete skills assessments appropriate to position description.
Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.
Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Exceptional oral, written and interpersonal communication skills.
Demonstrated organizational skills with proven ability to effectively prioritize workload.
Proven ability to multi-task and process data quickly with a high level of accuracy.
Ability to work collaboratively as part of a team.
Ability to interact effectively with faculty, staff and students from a variety of diverse backgrounds.
Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Very strong organizational and analytical skills, problem solving abilities, and attention to detail.
Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access and PowerPoint).
Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
Familiarity with budgets and purchasing.
Ability to sit for long periods and work at a computer.
Some lifting or moving of heavy items may occasionally be necessary.
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@example.com. 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.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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