Administrative Coordinator

3 days ago

Baltimore, United States Johns Hopkins University Full time

Development and Alumni Relations (DAR) supports Johns Hopkins' focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine; strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a (onsite, hybrid, modified hybrid, remote) work arrangement with an onsite presence of five (5) days per week. The manager will confirm the team's core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

**Primary Responsibilities**

**Finance Support (40%)**
- Support the Sr. Finance Manager by calendaring and preparation of meeting materials.
- Oversee the day-to-day operations for the DAR Mt. Washington (MTW) budget including invoice payments, employee reimbursements.

**Administrative Operations (60%)**
- Manage space in MTW. Attending space planning meetings and update leadership on space. Maintain MTW space floor. Work closely with various teams across DAR to ensure space is assigned to all new hires. Work closely with TMHR on any space accommodations and space reassignments when needed.
- Ensure office infrastructure is functioning properly by working with Transwestern and the building facilities team for needed repairs or replacements.
- Conduct weekly suite walkthroughs to check supplies and ensure all areas and items are replenished, organized, and running smoothly.
- Coordinate office/workstation nameplates including printing, posting, and updating as needed.
- Oversee and maintain storage areas.
- Recommend, develop, and implement policy and procedural changes to improve office operations. Maintain the administration page on the SharePoint site.
- Maintain ticketing system (SharePoint, JIRA).
- Collaborate cross-functionally with administrative coordinators across teams to ensure they are aware of administrative and financial updates.
- Communicate updates to DAR Staff.
- Support IT to ensure all office technology is functioning.
- Maintain access and act as a runner to both Marbury and McAuley building loading docks to retrieve packages and mail for distribution. Take checks to OAS - gift checks as well as to Annual Giving, Alumni Relations, Gift Planning, Events, International Programs).
- Lead building committee meetings and initiatives (i.e.: Thanksgiving potluck, cleaning crew appreciation month, yearend holiday office decoration competition, sporadic non-sponsored food trucks, etc.)
- Oversee and act as a backup to the MTW Receptionist.
- Assist with mail/package distribution as needed.
- Assisted with booking of conference rooms, and hotel office space reservation.
- Other tasks as assigned.

**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**
All applicants are expected to uphold the university's core values which includes diversity and inclusion. All staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $21.00 - Maximum: $36.50 per hour (targeted salary: $42,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: Mount Washington Campus
Department name: 10001643-Finance
Personnel area: University Administration

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