Career Center

The Department of Facilities Management is seeking a Administrative Coordinator who will be reporting to the Financial Analyst, Facilities Administration. The Administrative Coordinator will provide complex administrative assistance to the Director, Assistant Directors, Managers, Assistant Managers, Supervisors, BU Employees and Non BU Employees in the areas of office and administrative support; purchasing and procurement; SAP transaction processing; communications support; contract administration support; budget assistance; event coordination/project management support; and other duties as assigned.

The Administrative Coordinator will interpret operating policies; organize administrative matters and exercise independent judgment in the resolution of administrative problems for the Bloomberg School of Public Health. The successful candidate must be highly proactive and demonstrate the ability to work independently, maintain organization and efficiency of workflow through interactions with Facilities staff on administrative activities, and demonstrate professional and administrative conduct as a model for other office team members to ensure advance toward department/unit objectives.

Specific Duties & Responsibilities

• Administrative Support to Environmental Services, Maintenance and Project Managers.
• Maintains calendar, schedules appointments and meeting rooms, makes travel reservations, etc.
• Takes, posts, and distributes minutes of committee and departmental meetings.
• Issue internal facilities request related to small furniture deliveries and removals.
• Warehouse coordination of small furniture requests.
• Support Project Specialist with small office reconfiguration and small laboratory requests.
• Maintain and organize all potential vendor information coming from the JH Monthly Vendor Review Committee.
• General communication to client letting them know that we have received their request.
• Provide administrative support to the Project Team.

General Office Support

• Screens and prioritizes incoming correspondence, phone calls, and visitors.
• Processes departmental procurement requests. Places orders, verifies shipments, and resolves purchasing related issues.
• Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency. Interprets and communicates operating policies.
• Registers staff for conferences and makes travel arrangements. Processes staff travel and business expenses.
• Operates office equipment such as copier, fax machine, scanner, and calculator; coordinates the servicing of equipment.
• Picks up and delivers materials as requested.
• Scans office material and/or processes paperwork in SAP.
• Researches and assembles materials for presentations.
• Maintains shared calendar for staff.
• Maintains records through filing, retrieval, retention, storage, compilation, updating and destruction. Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Coordinates and assists with planning of special projects and events, office activities, and committee meetings as requested.
• Serves as the backup to the Sr. HR Coordinator for KRONOS.
• Assists that project team with data entry.

Communications Support

• Serves as a general resource for all direct inquiries from a wide variety of constituents including providing information on Support Services-related activities, policies and procedures.
• Administers daily operations (budget and billing verifications, changes, corrections, and updates) and provides complete follow-up and customer service to all JHSPH departments and entities.

Budget Support

• Provides support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget.
• Creates and maintains spreadsheets utilizing appropriate software applications.
• Reviews and reconciles monthly expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor review and approval.
• Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.

Scope of Responsibility

• Knows the informal and formal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
• Is sensitive to the interrelationship of both people and functions within the department.

Decision Making

• On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.

• 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.

Special Knowledge, Skills & Abilities

• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Exceptional oral, written and interpersonal communication skills.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Ability to work collaboratively as part of a team.
• Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Excellent computer literacy, word processing, and spreadsheet skills.
• Experience in administrative support in an office setting including calendaring; word processing; data research; travel arrangements; minutes; maintaining filing systems and working with confidential materials.
• Previous work experience in administration at a higher education institution with a strong customer service orientation.
• Knowledge of KRONOS.
• Basic knowledge of telecommunications.
• Bachelor's Degree preferred.

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $17.95-$25.30 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Public Health 
Department name: ​​​​​​​Facilities Management  
Personnel area: School of Public Health 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

About Johns Hopkins University

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.

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