The University Communications Office seeks a Administrative Coordinator who will be responsible for providing high-level of administrative support to the Assistant Vice President of Strategic Communications and Assistant Vice President News and Media Relations. This position will report to and works closely with the Executive Assistant to ensure efficient daily operations for the University Communications department.
NOTE: This role is eligible for a remote/on-site hybrid work option.
Specific Duties & Responsibilities:
Responsible for independently managing a conflict-free calendar for the two AVP's by organizing high-level meetings, prioritizing requests, anticipating schedule conflicts, and taking initiative to resolve conflicts in a timely manner.
Ensure AVP's are fully prepared for meetings and events, including compiling, and preparing materials, confirming meeting details and expectations.
Attend and record minutes of meetings. Draft and circulate edited minutes for meetings as needed
Compose agendas, documents, correspondence, and memos.
Make travel arrangements for the AVP's and guests as needed
Perform account payable functions (online payment requests, PO's, travel and expense reimbursements) and keep records of payments through the SAP system.
Offer operations support to Johns Hopkins Magazine, including but not limited to direct mailings.
Monitor Johns Hopkins Magazine email account daily and respond to general inquires in a timely manner.
Provide back up support to the administrative team as needed.
Assist in coordinating office-wide meetings and special events as requested by the executive assistant.
Any other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED and three years of related experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Three years of related experience required. Additional education may be substituted for years of work experience.
Two years college or equivalent work experience preferred.
Highly developed organizational skills with the ability to multi-task.
Excellent interpersonal, verbal and written communication skills.
Special Knowledge, Skills & Abilities:
Proficiency in MS Word, PowerPoint, electronic calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
Ability to operate PC, laser printer, fax, scanner, copier, and multi-line phone.
Must be able to operate a personal computer to access email, electronic calendars, and operate basic office support programs including Microsoft Windows programs.
Experience using SAP strongly preferred.
Ability to work independently and multitask.
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; 8:30- am - 5:00 pm Exempt Status: Non-Exempt Location: JH at Keswick Department name: University Communications 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.
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