Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: M-F, 8:00 a.m. - 4:30 p.m. Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10000052-International Services, Office of Personnel area: University Administration
Serve as front-line representative to students, faculty, staff, department administrators and all other visitors to the OIS. Given the level of interaction with internal and external contacts, it is imperative that this candidate project professionalism, sensitivity and generate credibility for the OIS. The candidate must have a genuine desire to serve and work with individuals from different cultures, and the patience and dedication to meet their diverse needs.
Specific Duties & Responsibilities:
Provide full-time attendance to the OIS reception area. Greeting and assisting all students, faculty, and staff who visit the office.
Function as primary I-9 preparer for all non-US nationals in the School of Medicine. Candidate will be responsible for monitoring and managing transactions in E-Verify and be primary point of contact with Payroll for resolving I-9 and E-verify issues.
Data entry and records management in the University’s iHopkins system including but not limited to: arrival information, changes of address, changes of status, e-form management and approval, updated immigration information, etc…)
Provide overall administrative/clerical management and support for the office as directed – specifically execution of functions in iHopkins, I-9 Management, supply ordering in SAP, monitoring of all inventory, Xerox maintenance, room scheduling, etc..
Function as liaison to desktop computing and central IT to maintain all OIS computing and networking needs.
Answer incoming lines for the office, directing calls as necessary, taking messages and scheduling appointments.
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
3 years administrative/academic related experience required.
Bachelor’s degree strongly preferred. 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. 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.
*In addition to your resume, please Include a cover letter with your application*
Special Knowledge, Skills, and Abilities:
This position requires an understanding of, or a genuine interest in, international student and scholar services. This position requires a firm understanding of structure within an academic setting as it relates to academic appointments, study and employment.
This position requires problem solving independently on a daily basis. Sound and consistent judgment is essential for complying with I-9 regulations and resolving E-verify cases. Problem solving must be used when facing technical problems and systems issues, evaluating visa documents for authenticity and validity, to balance daily responsibilities with other unexpected requests/problems, etc…
The decisions and actions of Administrative Coordinator will have a direct effect on the validity and veracity of data reported to government agencies.
Exceptional attention to detail.
Excellent interpersonal skills and ability to interact with a diverse client population.
Must be an outstanding team player as the pressure of the peak season is extreme and team work impacts the efficiency felt throughout the office and international community at JHMI.
Ability to manage an extremely dynamic work environment as priorities change throughout the academic year.
The successful candidate for this position must be able to anticipate change as well as adapt.
Technical qualifications or specialized certifications:
Must possess an understanding of databases (not just data entry).
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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