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Administrative Coordinator

3 months ago

Baltimore, United States Johns Hopkins University Full time

We are seeking an **_Administrative Coordinator_** for the Department of Modern Languages and Literatures works largely independently to perform a range of critical and detail-oriented administrative tasks for the department. The Administrative Coordinator works closely with the Administrative Manager to ensure efficient daily operations for the Department in areas such as event planning, communications, building/facilities management, and general administrative office support. In addition to providing administrative support for Modern Languages and Literatures, this position also supports the Center for Jewish Studies and the Center for Advanced Media Studies. This position is responsible for event and visitor planning and communications, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the department and must manage the department's main line and inbox courteously and professionally.
- This position is fully onsite, Monday through Friday, 8:30 a.m - 5:00 p.m., but may have the option to transition to hybrid, depending on departmental needs and university operations and following the successful completion of the probationary period._

**Specific Duties & Responsibilities**
- Event and Visitor Planning_
- Plan, coordinate, execute, and/or assist with all aspects of departmental and/or Program events, including securing the appropriate venue for each event; work with the caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate.
- Provide backup administrative support, if necessary, for the Colloquium series, which may include any of the following components for each visit: making travel arrangements for incoming speakers; making hotel reservations for incoming speakers; scheduling the itineraries for the speakers; ordering catering for the event; ensuring talks are recorded and recordings are made available to the department; circulating the announcements and updating the department's online event calendar.
- Communications_
- Solicit and organize course information for each academic term to promote courses.
- Assist with communications efforts for the Program.
- Maintain the Program's website.
- Building/Facilities Management_
- Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary and pick them up from Facilities when ready.
- Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces.
- Coordinate all recycling requests (furniture, electronic, or "regular" recycling).
- Under the direction of the Administrative Manager, coordinate details for office moves as necessary.
- Initiate telecommunications service requests.
- General Administrative Support_
- Sort and distribute incoming mail daily.
- Corroborate and receive incoming package deliveries; sign receipts for deliveries; label packages and organize in a tidy manner out of the flow of traffic; alert recipients that they have a package(s) for pick up.
- Arrange for outgoing courier packages.
- Arrange and coordinate large-volume shredding/document destruction for the entire department.
- Maintain departmental calendar and room schedules (in conjunction with the Academic team).
- Maintain inventory of office supplies.
- Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies.
- Maintain departmental records (paper and electronic) as appropriate.
- Maintain and manage copier codes for departmental users on a semester-by-semester basis; provide monthly reports to departmental financial staff as necessary for billing.
- Update directory information on the departmental website.
- Organize and maintain departmental common spaces (multipurpose room, copier areas, storage areas).
- Department Reception_
- Answer main department telephone; triage calls or take messages as appropriate; provide correct information to callers.

**Special Knowledge, Skills, & Abilities**
- Ability to retain focus on tasks at hand while supporting a large department; ability to work with interruptions.
- Ability to prioritize workload and manage multiple tasks and projects in parallel.
- Ability to maintain confidential information.
- Ability to work independently with mínimal oversight.
- Excellent organizational skills; ability to enter data with zero to mínimal errors.
- Professional in-person and phone demeanor; ability to communicate clearly both orally and in written form.
- Level of Independent Decision Making_
- Position is required to independently review and vet financial transactions for appropriat