Sr. Administrative Coordinator

Johns Hopkins University; Washington (District of Columbia); On-site; Full time

Job summary

Johns Hopkins University is seeking a Sr. Administrative Coordinator for its new School of Government and Public Policy. This pivotal role will support senior officials in a dynamic and responsive manner, requiring strong administrative skills, discretion, and a collaborative mindset in a high-profile academic environment.

Qualifications

• Five years of progressively responsible administrative experience.
• Additional education may substitute for required experience.

Responsibilities

• Provide complex administrative, project, and calendar support.
• Manage budgets, track expenses, and assist with projections.
• Independently develop and manage complex administrative projects.

Skills

Proficient with Microsoft Office

Project management

Discretion and judgment

Education

High School Diploma or graduation equivalent

Job description

The newly announced School of Government and Public Policy, unveiled in October 2023, presents a pivotal opportunity for Johns Hopkins University to strengthen its footprint and engagement in the nation?s capital. This initiative aims to serve society, train the next generation of public servants, drive data-informed government innovation, and confront the complex challenges facing today?s policymakers.

We are seeking an Sr. Administrative Coordinator who will play an integral role on the founding Dean?s team during this formative, institution-building phase. Working in the dynamic and high-profile Office of the Dean, this individual will provide essential day-to-day support to newly appointed faculty and departmental staff as they contribute to the launch and development of the School of Government and Public Policy (SOGP). Reporting directly to the Chief of Staff, the ideal candidate will be proactive, self-directed, and capable of managing multiple priorities independently. They must bring enthusiasm to their work, exercise sound judgment, and anticipate the needs of both the Chief of Staff and the broader leadership team.

As a representative of the Dean?s Office, the candidate must embody a commitment to responsiveness, professionalism, accuracy, customer service, attention to detail, and a collaborative mindset. This role will frequently involve handling sensitive and confidential information and thus demanding a high degree of discretion and careful judgment in all communications and material handling.

The candidate must also have a solid understanding of and commitment to adhering to university policies and procedures in all aspects of the Dean?s Office operations.

The Sr. Administrative Coordinator will provide administrative support and performs general office management duties necessary in the efficient operation of an office or program. This position may provide support in fiscal and budget management for the assigned area and also provides 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 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 their associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, as well as assisting with developing budget projections and 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 staff 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.
• Identify and resolve administration 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 assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports. May assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• May perform some non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for department/office events/functions.
• Perform other related duties as requested.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years of progressively responsible administrative experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

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

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25-$36.90 HRLY ($60,000 Targeted; Commensurate w/exp)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5pm
FLSA Status:Non-Exempt
Location: DC:District of Columbia
Department name: Finance & Administration
Personnel area: School of Government & Policy