The Administrative Secretary will provide administrative and event planning support for the Alliance for Cardiovascular Diagnostic and Treatment Innovation Center (ADVANCE) in the Whiting School of Engineering. The ideal candidate for this position must possess a high degree of professionalism and confidentiality, be able to work in a demanding, fast-paced, and collaborative work environment, as part of a support team committed to excellence and customer service, must be able to identify and resolve administrative problems and issues, and be comfortable taking initiative and exercising independent judgment to resolve issues. This position requires the ability to apply a high level of interpersonal skills to effectively execute the various job responsibilities. This position may deal with sensitive and confidential information and must exercise proficiency and discretion.
Specific Duties & Responsibilities
Serve as the first point of contact for all visitors and correspondence (in person, telephone calls, electronic, etc.) Greet and assist all parties doing business with the center as well as provide assistance to students and faculty.
Receive and distribute mail and packages that are delivered.
Manage the distribution and tracking of keys, swipe-card access, and parking passes.
Serve as a general resource for all direct inquiries from a variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on department and university policies, procedures and related activities.
Coordinate service requests, i.e. for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices and labs. Follow up on requests to ensure completion.
Provide scheduling support to Center Director as needed.
Make travel reservations for the Center Director.
Provide office support to faculty, staff, and students including photocopier/printer issues and mail and package delivery questions.
Assist with onboarding of new faculty, researchers, and staff.
Maintain electronic files and record keeping systems related to financial transactions and other department related data.
In conjunction with the supervisor, review existing procedures, offer and discuss possible improvements and revise existing procedures to improve efficiency and workflow.
Other duties and projects as assigned.
Coordinate all aspects of guest lecturer visits including communicating details to invited speakers, reserving hotel rooms, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online seminar speaker calendar, website, and advertising departmental seminars to various email lists.
Assist in the scheduling and execution of center meetings. This will include scheduling meeting space, ordering food, set up and clean, and set up of video conferencing equipment.
Coordinate, or assist with coordination of, and execute all aspects of various Center and faculty related events. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed.
Using SAP Shopping cart or university Pcard, order and maintain supplies for the Center.
Process check requests and reimbursements
Maintain electronic files and record keeping systems related to financial transactions and other related data.
Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payables and other administrative areas and ensure purchases and reimbursements are appropriate to the established policies.
Minimum Qualifications (Required)
High School Diploma/GED.
Two (2) years related 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. 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.
Bachelor's degree preferred.
3 years progressively responsible administrative experience preferably in an academic setting.
Strong customer service orientation.
Knowledge of SAP, JHU policies, procedures, and administrative/financial systems preferred.
Special Knowledge, Skills, and 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 organizational skills, analytical and problem-solving ability, and attention to detail. Ability to work for long periods without direction, prioritize own work.
Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Exceptional oral, written and interpersonal communication skills.
Proven ability to multi-task and process data quickly with a high level of accuracy.
Ability to interact effectively with faculty, staff and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access and PowerPoint). Experience providing management support including demonstrated ability to compose written and electronic communications.
Ability to sit for long periods and work at a computer.
Some lifting or moving of heavy items may occasionally be necessary.
Applicants for this position may be required to complete skills assessments appropriate to position description.
Classified Title: Administrative Secretary Working Title: Administrative Secretary Role/Level/Range: ATO 37.5/02/OD Starting Hourly Pay Rate Range: $15.26 to $21.00 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00p/ 37.50 hrs per week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60008929-ADVANCE Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.
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