Sr. Administrative Coordinator (Office of The President)

The Johns Hopkins University; Baltimore (MD); On-site; USD 30,031 - 52,073; Full time

Job summary

The Johns Hopkins University in Baltimore, MD seeks a Sr. Administrative Coordinator to support the Executive Vice President, Chief of Staff.

Responsible for a wide range of administrative duties, the role requires high confidentiality, judgment, and ability to manage tight deadlines. Key duties include managing the EVP calendar, coordinating with senior staff, organizing meetings with high-level stakeholders, and ensuring timely, well-organized materials for topics and topics.

Qualifications

• High school diploma or GED required.
• Four years of related experience required.
• Additional education may substitute for experience per policy.
• Bachelor's degree strongly preferred.
• Ability to work in a fast-paced environment with confidentiality.

Responsibilities

• Manage daily calendar for the EVP, including meetings, travel and events.
• Collaborate with Executive Specialist and Deputy Chief of Staff to resolve scheduling conflicts.
• Adjust the EVP's schedule as priorities shift throughout the day.
• Organize meetings with high-level constituencies and prepare materials.
• Prioritize and track approvals requiring the EVP’s attention.
• Gather materials from other offices for upcoming meetings.

Skills

Excellent verbal communication

Written communication

Organizational skills

Attention to detail

Problem-solving

Education

High school diploma or GED

Four years related experience

Bachelor's degree preferred

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

Adobe Acrobat

Job description

The Office of the President, a fast paced, exciting work environment, is seeking candidates for the position of Sr. Administrative Coordinator to assist the Executive Vice President, Chief of Staff (EVP). The Senior Administrative Coordinator will work with the EVP’s team and be responsible for a wide range of administrative duties. Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

Specific Duties & Responsibilities

• Manage daily calendar of the EVP by scheduling internal and external meetings, travel and events. Work with the Executive Specialist and Deputy Chief of Staff to resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Work closely with the Executive Specialist, Deputy Chief of Staff and Executive Operations Manager on a daily basis to ensure all aspects of the EVP’s day runs smoothly and efficiently.
• Adjust the schedule throughout the day as priorities shift.
• Organize meetings with high-level constituencies, as required, and gather and disseminate corresponding meeting materials, as needed.
• Prioritize and track incoming requests for approvals and items needing the EVP’s attention.
• Work with other JHU leadership offices to gather materials for upcoming meetings.
• Collaborate with Presidents Office Senior Staff to ensure the EVP is prepared for all upcoming meetings.
• Ensure materials are accessible in a timely manner and kept confidential.
• Provide full support in paper and electronic document management to ensure the EVP has the materials needed for each topic and the materials are well organized, non-duplicative and easily accessible.
• Keep the EVP on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Be available to the EVP, Deputy Chief of Staff and Executive Specialist and other office staff during non-office hours for questions and follow up.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's Degree strongly preferred.

Special Requirements

• Must be able to work well at a fast pace.
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
• Excellent organizational skills and close attention to detail.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
• Demonstrated ability with office desktop technology, including working with Microsoft Office Suite, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
• Excellent verbal and written communication skills.
• Some evening and weekend work will be necessary.
• Note: this position is NOT a hybrid role, reporting to the office fully in person, 5 days/week is required.

Classified Title: Sr. Administrative Coordinator

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

Starting Salary Range: $21.80 - $37.80 HRLY (Commensurate w/exp.)

Employee group: Full Time

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

FLSA Status: Non-Exempt

Location: Homewood Campus

Department name: President Office of

Personnel area: University Administration