The Office of Institutional Equity (OIE) seeks an Administrative Coordinator who will serve as the first point of contact to the OIE and perform high level administrative support to the ADA Compliance Officer and OIE Team. This position will be responsible for the coordination of office services and administration such as making travel and meeting arrangements, purchasing supplies, submitting facilities requests, preparing reports and maintaining appropriate filing systems.
About the Office of Institutional Equity:
The Office of Institutional Equity (OIE) was initially established in 2001 as the Office of Equal Opportunity and Affirmative Action Programs. The office, in conjunction with other university leaders, is essential to the University's commitment to creating an environment where all students, faculty and staff can thrive. OIE ensures compliance with federal, state and local laws related to equal opportunity and affirmative action; investigates discrimination, harassment and sexual misconduct complaints; provides discrimination, harassment and sexual misconduct prevention and disability services training; promotes campus diversity initiatives; and serves as a central resource for faculty, staff and students with disabilities.
Specific duties & responsibilities:
Specific Duties & Responsibilities:
Administrative Support for OIE
Greet visitors and answer multi-line phone system and direct calls/visitors to appropriate OIE Team member.
Receive and distribute mail and overnight packages as appropriate.
Develop working knowledge of relevant databases including Advocate GME and HR Acuity to support database management.
Maintain inventory of office and break room supplies. Order office supplies, as needed with preferred vendors in SAP and/or establish new relationships with vendors to provide supplies as needed.
Serve as point person for office equipment, assuring equipment is in working order and stocked if applicable. Have knowledge of all functions of main copier/printer for general use as well as troubleshooting.
Coordinate office services including requests for repair, catering, maintenance, etc. for the suite.
Maintain reception area and office conference room.
Prepare travel reimbursements for OIE staff and input into SAP.
Process online check requests and travel into SAP.
Schedule priority and sensitive complainant/respondent and witness meetings to the calendar for Investigators.
Administrative Support for the ADA Compliance Officer
Serve as initial point of contact for students, faculty, parents, staff or visitors who seek information or general referral as it relates to disability concerns.
Respond to general inquiries from faculty, staff, and students related to disability and religious accommodations.
Provide faculty, staff, students, and campus visitors with appropriate forms to request accommodations.
Manage incoming correspondence sent to ADA Compliance Officer and Assistant Director for Workplace Accommodations via OIEDisability@jhu.edu or digital fax system.
Manage conflict-free calendars of meetings and appointments for the ADA Compliance Officer and Assistant Director for Workplace Accommodations.
Maintain updates to content located on accessibility.jhu.edu.
Prepare routine correspondence and reports when needed.
Provide assistance in disability data collection and information gathering.
Assist in creating and maintaining confidential files.
Minimum Qualifications (Mandatory):
High School Diploma/GED and three years of related experience required. Associates Degree or higher preferred.
The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like Microsoft Office, Outlook and SAP.
Must be customer oriented and enjoy working with people.
Must possess excellent typing/keyboarding skills and have the ability to work in an extremely busy office with changing priorities.
Must be able to operate multi-line phone system, screen calls, and make appropriate referrals.
Must be able to handle confidential records with care and accuracy.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills & Abilities:
Special knowledge, skills, and abilities: Confidentiality, tact and a high level of administrative and communication skills
Excellent interpersonal, problem-solving and organizational skills
Ability to interact in high stress situations and with individuals who may have experienced trauma
Strong attention to detail and accuracy
Ability to work independently, proactively and creatively
Competency in Microsoft Office suite software and demonstrated knowledge of database management
Demonstrated interest in diversity and inclusion initiatives
JHU Equivalency Formula: 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.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Vice Provost for Institutional Equity Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
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.
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.
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