The Administrative Coordinator is responsible for the coordination of a wide range of administrative duties in support of the Office of the Vice President and General Counsel. This position will serve as the front-line receptionist and will be responsible for coordination of office services and administration such as purchasing, vendor management and facilities maintenance requests. Work assignments involve considerable judgment, tact, creativity, initiative and a high level of confidentiality. It serves an important and visible role requiring frequent contact with people at all levels of the organization, both internal and external.
Primary Duties and Responsibilities:
Answer a multi-line telephone. Screen and triage callers. Refer questions and direct calls to the appropriate staff members and offices.
Greet and welcome visitors to the office.
Process legal bills received for all departments of the University. Input into SAP and follow though until payment received. Request cost transfers when appropriate.
Log and distribute incoming mail for the office.
Prepare outgoing mail and express packages.
Scan documents and prepare binders for attorneys.
File legal documents both electronically and hard copy.
Schedule all conference rooms for the suite.
Responsible for catering orders for meetings Order and maintain office supplies.
Arrange routine maintenance and service calls on office equipment.
Assist Executive Assistant / Office Manager in the planning of department meetings and activities.
Work with Facilities and IT department to ensure office is properly maintained and all problems are resolved in a timely manner.
Provide backup for all attorneys when assistants are unavailable.
Perform other duties as assigned
Required: High school diploma or GED Preferred: Bachelor's degree preferred
Three years of related experience in a professional environment is required. Education may be substituted for work experience. Strong communication skills, including, verbal, written and interpersonal skills. Confidentiality This position also requires the ability to manage multiple tasks with competing priorities.
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.
Special Knowledge, Skills, or Abilities:
Strong organizational, interpersonal and customer service skills Must be detail oriented.Ability to work independently and in a team; to take initiative and be flexible Must be able to keep information privileged and confidential. Proficiency with Word and Excel, database experience preferred Experience with SAP a plus
Role/Level/Range: OE, ATO, 02
Budgeted Salary: $16.91 -$23.25 per hour
Employee Group: Full-time
Employee Subgroup: Non-Exempt
Schedule: Mon-Fri, 7.5/day
Location: Homewood Campus
Personnel Area: University Administration
Department Name: VP and General Counsel 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 firstname.lastname@example.org. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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 Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.