The Administrative Coordinator will serve as the first point of contact to the Office of Institutional Equity (OIE) and perform high level administrative support to the ADA Compliance Officer and OIE Team. This position will be responsible for the coordination of office services and administration such as making travel and meeting arrangements, purchasing supplies, submitting facilities requests, preparing reports and maintaining appropriate filing systems.
About the Office of Institutional Equity:
The Office of Institutional Equity (OIE) was initially established in 2001 as the Office of Equal Opportunity and Affirmative Action Programs. The office, in conjunction with other university leaders, helps to create an environment where all students, faculty and staff can succeed. OIE ensures compliance with federal, state and local laws related to affirmative action and equal opportunity; investigates discrimination and sexual harassment complaints; provides harassment prevention and disability services training; promotes campus diversity initiatives; and serves as a central resource for faculty, staff and students with disabilities.
Specific Duties & Responsibilities:
Administrative Support for OIE
Greet visitors and answer multi-line phone system and direct calls/visitors to appropriate OIE Team member.
Receive and distribute mail and overnight packages as appropriate.
Maintain inventory of office and break room supplies. Order office supplies, as needed with preferred vendors in SAP and/or establish new relationships with vendors to provide supplies as needed.
Serve as point person for office equipment, assuring equipment is in working order and stocked if applicable. Have knowledge of all functions of main copier/printer for general use as well as troubleshooting.
Coordinate office services including requests for repair, catering, maintenance, etc. for the suite.
Maintain reception area and office conference room.
Prepare travel reimbursements for OIE staff and input into SAP.
Process online check requests and travel into SAP.
Schedule priority and sensitive complainant/respondent and witness meetings to the calendar for Investigators.
Administrative Support for the ADA Compliance Officer
Serve as initial point of contact for students, faculty, parents, staff or visitors who seek information or general referral as it relates to disability concerns.
Facilitate and coordinate information and referral for student disability service coordinators
Manage conflict-free calendars of meetings and appointments for the ADA Compliance Officer.
Create and maintain disability databases and spread sheets using appropriate software applications.
Maintain updates to content located on disability website.
Prepare routine correspondence and reports.
Provide assistance in disability data collection and information gathering.
Create and maintain confidential files.
Minimum Qualifications (Mandatory)
High School Diploma/GED required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Three years related administrative experience required. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like Microsoft Office, Outlook and SAP. Must be customer oriented and enjoy working with people. Must possess excellent typing/keyboarding skills and have the ability to work in an extremely busy office with changing priorities. Must be able to operate multi-line phone system, screen calls, and make appropriate referrals. Must be able to handle confidential records with care and accuracy. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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.
Associates Degree or higher preferred.
Five years professional office experience preferred
Special Knowledge, Skills, and Abilities:
Confidentiality, tact and a high level of administrative and communication skills.
Excellent interpersonal, problem-solving and organizational skills.
Ability to interact in high stress situations and with individuals who may have experienced trauma.
Strong attention to detail and accuracy.
Ability to work independently, proactively and creatively.
Competency in Microsoft Office suite software and demonstrated knowledge of database management.
Knowledge of SAP a plus.
Starting Salary Range: $16.91 - $23.25 per hour
Employee group: Full Time
Location: Baltimore, MD
Schedule: 37.5/830am – 5pm/Mon-Fri
Employee subgroup: Non-Exempt
Department name: Office of Institutional Equity
Personnel area: UN10 University Administration
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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