Job description

We are seeking an Administrative Coordinator for the Ralph O'Connor Sustainable Energy Institute (ROSEI) provides support to the mission of ROSEI at Johns Hopkins University. This position will assist with coordinated activities, provide support and assistance in the Institute's daily operations and with special projects on an as-needed basis. The Administrative Coordinator is the key contact/resource person for information related to ROSEI's office operations and will filter and prioritize requests accordingly.

Specific Duties & Responsibilities

Administrative (90%) Meetings & Events

Schedule meetings and events for faculty and staff as requested.
Reserve rooms, order food and ensure that meeting/event setup is done correctly.

Manage room reservation requests/meeting room calendars for the shared ROSEI office locations.

Coordinate Advisory Committee correspondence and meetings.

Serve as first point of contact for all visitors to administrative suite, and triage or directly manage requests from faculty, staff, students, and general populace.

Act as the direct liaison for the Center Director including managing calendar and meeting requests, arranging travel and travel itineraries.

Prepare and distributes agendas, meeting minutes and reminders for meetings.

Attend and record minutes of ROSEI meetings when requested. Compose agendas, documents, correspondence, and memos.

Program Management

Assist in maintaining organization of google drive, OneDrive and other core project management tools utilized by ROSEI.
Use various software applications to assemble, manipulate and/or format data and/or reports and presentations.

Act as a liaison between ROSEI and several JHU Divisions (Schools), as well as the building management company at R. House.

Ensure all needed supplies and equipment are stocked appropriately.

Supervise student worker(s) and intern(s) - train and delegate work.

Request keys, door access, parking passes and the like for both staff members and guests.

Financial

Purchase office, laboratory and research supplies through SAP for faculty, staff and students. Create purchase order or use Procurement Card (P-Card) and prepare goods receipts in SAP. Reconcile P-Card account for approval.
Assist with the reconciliation of accounts.

Other Duties (10%)

Assist ROSEI staff with special event planning.
Handle tenure track and BDP faculty recruitment visits from travel, hotel to coordinate and set up all meetings with depts and centers, also handles the Interfolio system to send messages to applicants.
Assist with ROSEI branding, promotion and awareness generation, assist the Communication Specialist to select items and places the orders and process payment.

Travel to JHU Divisions (Schools) to advance ROSEI's mission on fostering collaborations across the University.

Keep track of all the keys and fobs that are being distributed to staff and faculty to the space.

Other duties as assigned.

&This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Special Knowledge, Skills & Abilities

Ability to work independently with minimal supervision.
Ability to communicate clearly and tactfully, pleasant phone and email manner.
Must have good customer service skills, be highly organized and proactive.
Ability to work well with others in a dynamic team environment.
Microsoft Office Suite proficiency required.
Ability to be flexible and handle additional duties as assigned.
Ability to schedule multiple calendars, events and travel schedules.
Experience working with various software applications such as Microsoft Office (Word, Excel, Outlook) is required.
Excellent organizational, time management and interpersonal skills, and oral and written communication skills.
Familiarity with JHU policies and procedures.
Requires a professional manner, attention to detail, and the ability to work independently with little direction.
Able to maintain confidentiality, communicate tactfully, and maintain rapport.
Ability to prioritize while handling multiple tasks under pressure and deadlines.

Minimum Qualifications

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.

Preferred Qualifications

Bachelor's Degree preferred.
Google Suite proficiency preferred.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon.-Fri. / 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Ralph S O'Connor Sustainable Energy Inst
Personnel area: Whiting School of Engineering

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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 jhurecruitment@jhu.edu . 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.

To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrative-Coordinator-MD-21218/1028574900/

jeid-b464c5800411114a8c1d34052a7d5892

gatheringourvoice.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, gatheringourvoice.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, gatheringourvoice.org is the ideal place to find your next job.