To perform Administrative duties for the department of Earth and Planetary Sciences. Work closely with the Administrative Manager to ensure office runs efficiently, including support to the Chairman, faculty, administrative staff and students. This individual will be responsible for special projects and events, correspondences, manuscripts, data compilation and record controls; reviewing and preparing high volume of reimbursements and payments to various recipients for review and approval by supervisor; reconciling monthly p-card statements, preparation and tracking of purchase orders; filing, assisting people with general questions and inquires; maintaining calendar, scheduling appointments, and meeting rooms.
Specific Duties & Responsibilities:
Schedule and arrange meetings; in addition, prepare materials for meetings including agenda and minutes of meetings.
Make travel arrangements and prepare itineraries for business trips.
Assist in hosting workshops, seminars, conferences, programs, and special events, including the preparation of materials, catering, AV needs, etc and coordinate accommodations for Bromery/special guest.
Handle tasks related to alumni and other donors.
Coordinate recycling and disposal of equipment/furniture.
Process payments to vendors and reimbursements through SAP including request for honoraria’s and shopping carts/PO’s.
Manage tracking expenditures, coordinating purchases and supplies, submitting reimbursement for travel, etc.
Post for bulletin board including seminars notices, lecture and notice job postings.
Open, sort and screen mail.
Complete various request forms for office such as use of department van, LCD projector and Camp Singwald.
Help IT support with purchasing supplies.
Department liaison for housekeeping and facilities management.
Prepare online shipping documents and assist with packaging.
Compose and edit letters and correspondence for review, approval, and/or signature.
Provide screening of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
Operate office equipment such as computer, photocopier/scanner, fax machine; and coordinate the servicing of equipment.
Maintains meeting room calendar. Ensure projectors and/or technology equipment is set-up prior to scheduled meetings.
Maintain key access to building, inventory of keys and manage parking permits for Olin parking lot.
Maintain email distribution lists and phone/contact lists.
As requested, provides support to the post-award as needed.
Submits information technology (IT) and telecom service requests (TSR) requests.
Process any building/office service requests with the appropriate facilities department(s).
Orders office supplies via SAP and purchase approved new/replacement office equipment and Vendor set-ups etc.
Maintain and update a space map for the office and be the lead contact for space related questions including moves, IT setup, communications and renovations; and Participate in project/renovation meetings, making important contributions to discussions.
Maintain website with updates as needed; and coordinate department newsletter.
Provide other duties as assigned and required.
Minimum Qualifications (mandatory):
Requires High School diploma or GED.
Three years of related administrative experience required.
Additional education may substitute for some 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. 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, and Abilities:
Must be highly organized.
Proficient use of electronic information systems such as the internet, email, and other electronic sources of information.
Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook.
Demonstrated proficiency with office hardware (personal computer, USB drives and printers).
Ability to learn and use new programs and technologies to perform job.
SAP experience preferred.
Act proactively and independently, exercise good judgment, think creatively to manage complex projects and be someone who can work with multiple interruptions and still stay on task.
Perform duties without direct supervision or guidance on a regular basis.
Communicate in a highly professional level - clearly, appropriately, and effectively with all levels.
Have excellent administrative and organizational skills.
Communicate with diverse groups and with professionalism and authority.
Ability to proof-read, prioritize, and handle multiple tasks.
Ability to set and meet deadlines.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 to $23.95 per hour Employee group: Full Time Schedule: 37.5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001358-Earth and Planetary Science Personnel area: School of Arts & Sciences
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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