Sr. Administrative Coordinator (Institute for NanoBio Technology)

The Johns Hopkins University; Baltimore (MD); On-site; USD 29,274 - 50,833; Full time

Job summary

The Johns Hopkins University is seeking a Sr. Administrative Coordinator for the Institute for NanoBioTechnology. This role involves comprehensive administrative support, complex calendar management, and coordination of academic activities.

Ideal candidates will have strong organizational skills and four years of relevant experience. The position requires collaboration and support for departmental budgets and events.

The role is full-time with a starting salary range of $21.25 - $36.90 per hour, depending on experience.

Qualifications

• High school diploma or equivalent required.
• Four years of related experience.
• Proficiency in Microsoft Office programs.

Responsibilities

• Coordinate and manage daily activities of the office.
• Provide calendar support to leadership.
• Support budget tracking and reconciliation.
• Prepare reports and meeting materials.

Skills

Microsoft Office proficiency

Calendar Management

Event Coordination

Financial Administration

Interpersonal Skills

Meeting Coordination

Organizational Skills

Report Writing

Education

High school diploma or graduation equivalent

Job description

Whiting School of Engineering is seeking a Sr. Administrative Coordinator to provide comprehensive administrative and operational support to Institute for NanoBioTechnology (INBT) leadership and faculty. Responsibilities include coordinating academic and visitor-related activities, managing complex schedules, supporting faculty processes, and maintaining accurate records and documentation. The role requires strong organizational skills, attention to detail, discretion, and the ability to prioritize multiple tasks while collaborating effectively with faculty, staff, and external stakeholders.

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.

Additional Duties

• Coordinate and track visiting students, including onboarding logistics, appointment documentation, and ongoing record maintenance.
• Assist with faculty promotion packages by supporting the compilation, organization, verification, and review of required data and supporting materials.
• Manage complex director‑level calendars and schedules, demonstrating a high level of attention to detail, discretion, and coordination across stakeholders.

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 school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

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

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

Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F, 7.5 hrs daily

FLSA Status: Non-Exempt

Location: Homewood Campus

Department name: Institute for NanoBioTechnology

Personnel area: Whiting School of Engineering