Job Information
Johns Hopkins University Administrative Coordinator in Baltimore, Maryland
We are seeking an Administrative Coordinator for the Department of Modern Languages and Literatures works largely independently to perform a range of critical and detail-oriented administrative tasks for the department. The Administrative Coordinator works closely with the Administrative Manager to ensure efficient daily operations for the Department in areas such as event planning, communications, building/facilities management, and general administrative office support. In addition to providing administrative support for Modern Languages and Literatures, this position also supports the Center for Jewish Studies and the Center for Advanced Media Studies. This position is responsible for event and visitor planning and communications, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the department and must manage the department’s main line and inbox courteously and professionally.
*This position is fully onsite, Monday through Friday, 8:30 a.m - 5:00 p.m., but may have the option to transition to hybrid, depending on departmental needs and university operations and following the successful completion of the probationary period.
Specific Duties & Responsibilities
Event and Visitor Planning
Plan, coordinate, execute, and/or assist with all aspects of departmental and/or Program events, including securing the appropriate venue for each event; work with the caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate.
Provide backup administrative support, if necessary, for the Colloquium series, which may include any of the following components for each visit: making travel arrangements for incoming speakers; making hotel reservations for incoming speakers; scheduling the itineraries for the speakers; ordering catering for the event; ensuring talks are recorded and recordings are made available to the department; circulating the announcements and updating the department’s online event calendar.
Provide administrative support for official department visitors (faculty search candidates, or other departmental visitors) including: making travel arrangements for the incoming visitors; making hotel reservations for the incoming visitors; scheduling detailed itineraries for all visitors; arranging for all catering and/or meals during the official visit; securing locations for job or chalk talks; ensuring talks are recorded and recordings are made available to the department; circulating announcements regarding the events to the appropriate listservs.
Communications
Solicit and organize course information for each academic term to promote courses.
Assist with communications efforts for the Program.
Maintain the Program’s website.
Building/Facilities Management
Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary and pick them up from Facilities when ready.
Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces.
Coordinate all recycling requests (furniture, electronic, or “regular” recycling).
Under the direction of the Administrative Manager, coordinate details for office moves as necessary.
Initiate telecommunications service requests.
General Administrative Support
Sort and distribute incoming mail daily.
Corroborate and receive incoming package deliveries; sign receipts for deliveries; label packages and organize in a tidy manner out of the flow of traffic; alert recipients that they have a package(s) for pick up.
Arrange for outgoing courier packages.
Arrange and coordinate large-volume shredding/document destruction for the entire department.
Email and/or post announcements and other appropriate communication to relevant members of the department.
Maintain departmental calendar and room schedules (in conjunction with the Academic team).
Maintain inventory of office supplies.
Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies.
Maintain departmental records (paper and electronic) as appropriate.
Maintain and manage copier codes for departmental users on a semester-by-semester basis; provide monthly reports to departmental financial staff as necessary for billing.
Update directory information on the departmental website.
Maintain departmental phone and email directory; update departmental mailboxes as necessary.
Organize and maintain departmental common spaces (multipurpose room, copier areas, storage areas).
Department Reception
Answer main department telephone; triage calls or take messages as appropriate; provide correct information to callers.
Triage department emails and directly manage requests from faculty, staff, students, and the general populace.
Special Knowledge, Skills, & Abilities
Fluency in MS Office suite; Adobe; email and instant messenger platforms; internet; and electronic calendaring systems.
Ability to retain focus on tasks at hand while supporting a large department; ability to work with interruptions.
Ability to prioritize workload and manage multiple tasks and projects in parallel.
Ability to maintain confidential information.
Ability to work independently with minimal oversight.
Excellent organizational skills; ability to enter data with zero to minimal errors.
Professional in-person and phone demeanor; ability to communicate clearly both orally and in written form.
Level of Independent Decision Making
Position is required to independently review and vet financial transactions for appropriateness and completeness.
Position is required to independently manage priorities and set timelines in advance of deadlines and events.
Minimum Qualifications
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.
Preferred Qualifications
Previous work in an academic/higher education setting.
Knowledge of JHU as an enterprise.
Previous experience with SAP.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $25.75 - $33.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Modern Languages and Literatures
Personnel area: School of Arts & Sciences
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.