Administrative Coordinator

The Johns Hopkins Krieger School of Arts and Sciences (KSAS) seeks an Administrative Coordinator who will provide high-level administrative support to the Department of Economics. This person must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative, and exercise independent judgment to resolve issues. This position is fully onsite Monday - Friday, 8:30 am - 5:00 pm.

*All new employees, including hybrid and local remote employees, are expected to attend in-person orientation. Travel is considered local if you are within a 50-mile radius of the standard office location or permanent home location.

Specific Duties & Responsibilities

Administrative

• Manage the primary department telephone line, retrieve and relay messages to appropriate parties.
• Serve as initial contact for visitors, faculty, staff, and students.
• Receive and distribute mail and packages that are delivered to the office. Manage the distribution and tracking of keys, swipe-card access, and parking passes.
• Coordinate service requests, i.e., for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices. Follow up on requests to ensure completion.
• Provide office support to faculty, staff, and students including copier/printer issues and mail and package delivery questions.
• Reserve rooms for exams, review sessions, visitors, seminar speakers and other activities.
• Maintain calendar for classroom use.
• Order textbooks from bookstore and publisher.
• Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
• Maintain electronic files and record keeping systems related to Alumni, financial transactions, and other department related data.
• Assist in defining and documenting standard office policies and processes for the department.
• Assist Academic Program Coordinator with Course Scheduling and Job Market.
• As needed, provide special project support to the department Chair, Administrative Manager, and Academic Program Coordinator.
• Other duties and projects as assigned.

Scheduling/Event Planning

• Coordinate all aspects of guest lecturer/other visitors visits including communicating details to invitees, reserving hotel rooms, making lunch or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online calendar, website, and advertising seminars to various email lists.
• Assist in the scheduling of weekly seminar lunches and meetings. This will include scheduling meeting space, ordering food, set and clean up, set of video conferencing equipment.
• Coordinate and assist with planning of special projects and events, office activities, and committee meetings as requested.

Financial

• Using SAP shopping cart or P-card, order and maintain standard office supplies.
• Process Travel/non-travel reimbursements, check requests, supplies/computer/software orders.
• Assist in reconciling department non-sponsored accounts.

Special Knowledge, Skills, & Abilities

• Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
• Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.
• Demonstrated ability to work independently and as part of a team.
• Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, and PowerPoint).
• Excellent writing and verbal communication skills. Proven ability to multi-task and process data quickly with a high level of accuracy.

Physical requirements for the job

• Capable of lifting and carrying items up to 20 pounds occasionally.
• Ability to walk across campus for distances up to 1 mile occasionally.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree preferred.
  
• Three years progressively responsible administrative experience preferably in an academic setting.
• Strong customer service orientation.
• Knowledge of SAP, JHU policies and procedures, calendar and travel support, and administrative/financial systems strongly preferred.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $26.00 - $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Exempt Status:Non-Exempt
Location:Homewood Campus
Department name: Economics
Personnel area: School of Arts & Sciences