Job Information
Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland
We are seeking a Sr. Administrative Coordinator who will provide administrative support to the Center for Language and Speech Processing. This person must maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues.
Specific Duties & Responsibilities
Manage the primary department telephone line, retrieve and relay messages to appropriate parties.
Greet and provide assistance to all parties doing business with the department as well as provide assistance to students and faculty.
Generate, submit, and track the following, Shopping cart orders, travel, Travel/Non-Travel reimbursements, P-Card ordering, P-Card allocation (collect & match receipts to credit card statements), P-Card reports (notify account holders for receipts needed), inventory and purchasing of office and kitchen supplies, setting-up new vendors in SAP, ordering parking passes, maintain electronic filing system for ease of retrieval.
Coordinate and assist with planning of special projects, i.e. CLSP Summer Workshop Planning Meeting, CLSP Summer Workshop, Recruitment Weekend, new HLT Master’s Program and other Center events.
Make room reservations as requested.
Follow up with faculty each semester to determine if they plan to maintain the same date/time/room for lab meetings/reading groups.
Process Service Requests with University Facilities department for issues such as light outage, room temperatures, recycling pick up, etc.
Create and send out announcements for CLSP external speaker seminars for fall and spring semesters.
Create and send out meeting schedule sign-ups for external seminar speakers.
Responsible for sorting and distributing the department’s incoming mail and packages.
Monitor and maintain office supplies (copy paper, coffee supplies, stationary, etc.) for the office.
Maintain the departmental key distribution and provide access to rooms using J-card access. Oversee the cleanliness of the front office and Center coffee room. Other duties and projects as assigned.
Serve as the international employee liaison and manage the visa process for all international appointments to include the communication and coordination with third-party visa sponsors and the Johns Hopkins Office of International Services
Manage all HR payroll activities for PhD students and post doctorial appointments. Prepares all payroll documents, hiring and termination, including ISR’s, EA’s and E-forms.
Tracks appointments for terminations and re-appointment.
Process all reimbursements and other expenses for visiting speakers.
Coordinate and plan department and center related events including the JSALT summer workshop.
Prepare all materials for meetings, educational seminars, training programs, community forums, and conferences.
Coordinate and arrange travel for multiple center events including PhD visits, workshop meetings and JSALT Summer Workshop participants.
Special Skills & Knowledge
Demonstrated ability to work independently and as part of a team.
Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
Excellent computer literacy skills (Excel, Word, PowerPoint preferred) and ability to learn new software.
This position requires excellent writing and verbal communication skills; also, with exceptional attention to detail, strong interpersonal skills, and ability to work as part of a team.
Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
Minimum Qualifications
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
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.
Preferred Qualifications
Bachelor’s Degree.
Applicants for this position may be required to complete skills assessments appropriate to position description.
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status: Non-Exempt
Location: Hybrid: On-site 3-4 days a week
Department name: 10001504-Ctr for Language and Speech Processing
Personnel area: Whiting School of Engineering
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.