Senior Administrative Coordinator - #Staff

Johns Hopkins University; Baltimore (MD); On-site; USD 43,000 - 74,000; Full time

Job summary

Johns Hopkins University seeks a Senior Administrative Coordinator to oversee administrative operations in the Office of Advancement Services. The role provides executive support to the Senior Director for CS&ITS and coordinates calendars, budgets, and events.

Responsibilities include complex scheduling, preparing materials, and coordinating with leadership across departments. Strong Microsoft Office skills and communication abilities are essential in this fast-paced environment.

Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• Prepare meeting materials and provide staff support for high-level meetings; record and draft minutes, monitor and follow-up on action items.
• Coordinate preparation, set up and logistics for department/office events/functions.

Skills

Calendar management

Event coordination

Financial administration

Interpersonal skills

Meeting coordination

Office procedures

Oral and written communications

Organizational skills

Project management

Report writing

Education

High school diploma or GED

Tools

Microsoft Office

Job description

The Senior Administrative Coordinator will oversee all internal administrative operations in the Office of Advancement Services (OAS) Customer Success & IT Services (CS&ITS) and provide executive level support to the Senior Director for CS&ITS.

The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities:

• Plan, support, and organize daily activities of the office, unit or program.

• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.

• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.

• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.

• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.

• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).

• Coordinate purchasing processes; process various department bills and reconcile accounts.

• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.

• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.

• May serve as the liaison or office contact with facilities or other service providers.

• Identify and resolve administrative problems and issues.

• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).

• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.

• Develop and produce reports.

• Assist with preparation of presentations.

• Assist with planning special events/functions, including workshops, conferences, etc.

• Coordinate preparation, set up and logistics for department/office events/functions.

• May perform some non-routine and confidential administrative functions.

• Coordinate work assignments of students and/or temporary office support, as needed.

• Other duties as assigned.

In addition to the duties listed above, the Sr. Administrative Coordinator will:

• Perform budget analysis for expenditures and actioning procurement activity for all enterprise DAR application and software licenses managed by OAS.

• Proactively anticipates future needs of the Senior Director and demonstrates responsiveness, strong customer service, independent thinking and solid judgment in a demanding and fast-paced environment.

• Must be able to exercise independent judgment in the resolution of administrative problems, and communicate with all levels of internal and external administrative and academic leaders, university staff and faculty and other stakeholders.

• The position will perform under pressure with a high degree of accuracy and diplomacy.

Minimum Qualifications

• High school diploma or graduation equivalent.

• Four years of related experience.

• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high schooldiploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management: Intermediate

• Event Coordination: Intermediate

• Financial Administration: Intermediate

• Interpersonal Skills: Intermediate

• Meeting Coordination: Intermediate

• Office Procedures: Intermediate

• Oral and Written Communications: Intermediate

• Organizational Skills: Intermediate

• Project Management: Developing

• Report Writing: Intermediate

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Senior Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: Minimum: $42,510 - Maximum: $73,710 (targeted salary: $61,629; commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday, 8:30am - 5:00pm

FLSA Status: Non-Exempt

Location: JH at Keswick

Department name: 60007027-Project & Change Management

Personnel area: University Administration

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.