Sr. Administrative Coordinator - #Staff

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

Job summary

Johns Hopkins University seeks a Sr. Administrative Coordinator to provide proactive administrative and project support to senior leaders on the Development team.

The role covers complex calendar management, budget oversight, and coordination of department activities on the Mount Washington Campus. The successful candidate will manage high-level meetings, prepare materials, draft minutes, and help plan special events and conferences, while collaborating across units to ensure efficient office

Qualifications

• High school diploma or equivalent.
• Four years of related experience.
• Education/experience substitutions permitted per JHU policy.

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.
• 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.

Skills

Calendar management

Budget management

Project coordination

Office administration

Education

High school diploma or GED

Job description

The Development and Alumni Relations organization at Johns Hopkins University has a development team of approximately 550 individuals and an overall budget of $70 million. The division enjoys tremendous support from the academic leadership of Johns Hopkins University and Medicine. More than 190 frontline fundraisers help generate an average of $800 million in total commitments annually, with the last three fiscal years averaging over one billion dollars per fiscal year. This position provides proactive administrative and project support to the Assistant Vice President, Development.

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.

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.

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Sr. Administrative Coordinator

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

Starting Salary Range: Minimum: $42,510 - Maximum: $73,710 (targeted salary: $65,000; commensurate with experience)

Employee group: Full Time

Schedule: Mon-Fri, 8:30am-5:00pm

FLSA Status: Non-Exempt

Location: Mount Washington Campus

Department name: 10001645-VP Development & Alumni Relations

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.