Administrative Coordinator

We are seeking an Administrative Coordinator to perform administrative duties for the department of Earth and Planetary Sciences. Work closely with the Administrative Manager to ensure office runs efficiently, including support to the Chairman, faculty, administrative staff and students. This individual will be responsible for special projects and events, correspondences, manuscripts, data compilation and record controls; reviewing and preparing high volume of reimbursements and payments to various recipients for review and approval by supervisor; reconciling monthly p-card statements, preparation and tracking of purchase orders; filing, assisting people with general questions and inquires; maintaining calendar, scheduling appointments, and meeting rooms.

Specific Duties & Responsibilities

• Schedule and arrange meetings; in addition, prepare materials for meetings including agenda and minutes of meetings.
• Make travel arrangements and prepare itineraries for business trips.
• Assist in hosting workshops, seminars, conferences, programs, and special events, including the preparation of materials, catering, AV needs, etc. and coordinate accommodations for Bromery/special guest.
• Handle tasks related to alumni and other donors.
• Coordinate recycling and disposal of equipment/furniture
• Process payments to vendors and reimbursements through SAP including request for honoraria’s and shopping carts/PO’s.
• Manage tracking expenditures, coordinating purchases and supplies, submitting reimbursement for travel, etc.
• Post for bulletin board including seminars notices, lecture and notice job postings.
• Open, sort and screen mail
• Complete various request forms for office such as use of department van, LCD projector and Camp Singwald
• Help IT support with purchasing supplies.
• Department liaison for housekeeping and facilities management
• Prepare online shipping documents and assist with packaging.
• Compose and edit letters and correspondence for review, approval, and/or signature.
• Provide screening of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
• Operate office equipment such as computer, photocopier/scanner, fax machine; and coordinate the servicing of equipment.
• Maintains meeting room calendar. Ensure projectors and/or technology equipment is set-up prior to scheduled meetings.
• Maintain key access to building, inventory of keys and manage parking permits for Olin parking lot.
• Maintain email distribution lists and phone/contact lists.
• As requested, provides support to the post-award as needed.
• Submits information technology (IT) and telecom service requests (TSR) requests.
• Process any building/office service requests with the appropriate facilities department(s).
• Orders office supplies via SAP and purchase approved new/replacement office equipment and Vendor set-ups etc.
• Maintain and update a space map for the office and be the lead contact for space related questions including moves, IT setup, communications and renovations; and participate in project/renovation meetings, making important contributions to discussions.
• Maintain website with updates as needed, and coordinate department newsletter.
• provide other duties as assigned and required.

• High School Diploma or graduation equivalent
• Three years of related administrative experience required.
  

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
• 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.

Special Knowledge, Skills, & Abilities

• Must be highly organized.
• Proficient use of electronic information systems such as the internet, email, and other electronic sources of information.
• Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook.
• Demonstrated proficiency with office hardware (personal computer, USB drives and printers).
• Learn and use new programs and technologies to perform job.
• SAP experience preferred.
• Act proactively and independently, exercise good judgment, think creatively to