The School of Advanced International Studies is seeking an Administrative Coordinator who will provide complex administrative and project support to our faculty members.

https://jobs.jhu.edu/job/Washington-Administrative-Coordinator-DC-20001/1196578800/

Specific Duties & Responsibilities

General Office Support

• Screens and prioritizes incoming correspondence, phone calls, and visitors.
• Processes faculty procurement requests. Places orders, verifies shipments, and resolves purchasing related issues.
• Processes faculty non-travel/vendor invoice payments. New vendor set-up requests, invoice processing, independent contractor and shopping cart/purchase order related requests.
• Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency. Interprets and communicates operating policies.
• Makes travel arrangements. Processes faculty travel and business expenses.
• Operates office equipment such as copier, fax machine, scanner, and calculator; coordinates the servicing of equipment. Supports faculty with making copies (syllabi, exams, articles).
• Picks up and delivers materials and supplies as requested.
• Scans office materials and/or processes paperwork.
• Researches and assembles materials for presentations, correspondence, and visitors.
• Maintains shared calendars.
• Maintains records through filing, retrieval, retention, storage, compilation, updating and destruction. Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Coordinates and assists with planning of special projects and events, office activities, and committee meetings—including making room reservations, trouble-shooting small scale events or meetings, ordering food/catering, preparing materials and greeting guests.
• Assists faculty in submitting and tracking status of Facility Work Orders and IT Help Desk tickets through ZenDesk.
• Maintains shared office supply rooms.
• Helps onboard new Institute affiliates to make sure they have IDs, proper accounts, technology support.

Budget Support

• Administers daily operations (budget and billing verifications, changes, corrections, and updates) and provides complete follow-up.
• Provides support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget.
• Creates and maintains spreadsheets utilizing appropriate software applications.
• Reviews and reconciles monthly expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor review and approval.
• Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.

Scope of Responsibility

• Knows the informal and formal school goals, standards, policies and procedures which may include some familiarity of centers/programs within the school.
• Is sensitive to the interrelationship of both people and functions within the department.

Decision Making

• On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.

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, and Abilities

• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Exceptional oral, written and interpersonal communication skills.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Ability to work collaboratively as part of a team.
• Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Excellent computer literacy, word processing, and spreadsheet skills.

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

• Experience in administrative support in an office setting including calendaring; word processing; data research; travel arrangements; minutes; maintaining filing systems and working with confidential materials.
• Previous work experience in administration at a higher education institution with a strong customer service orientation.