Sr. Administrative Coordinator
We are seeking a Sr. Administrative Coordinator who is responsible for providing high-level administrative and project support to the Office Manager and Vice Dean’s in the Krieger School of Arts and Sciences. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner while maintaining a high degree of confidentiality and professionalism, comfortably taking initiative, and exercising independent judgment to resolve issues. This person also has to be committed to promoting actions that maintain an environment that integrates diversity, differences, and fairness at JHU. The nature of the Sr. Administrative Coordinator’s projects will vary based upon the regular academic cycle as well as new initiatives from the Deans.
Specific Duties & Responsibilities
Administrative Support (45%)
- Provide administrative support to the Office Manager and Vice Deans.
- Provide heavy calendar coordination for the Deans and collaborate with administrative staff of the departments and programs under their purview.
- Schedule complex appointments and meetings.
- Coordinate special administrative assignments as needed, i.e., Curriculum Committee, Deans Teaching Fellowships, Excellence in Teaching Awards, etc.
- Plan, write, edit and manage distribution of letters, memoranda, and other time sensitive communications for signature i.e., Letters of Intent, Retention Letters, etc.
- Prepare written and e-mail correspondence for review and distribution.
- Develop presentations/reports including PowerPoint documents.
- Manage and deliver information of a timely, sensitive, and confidential nature.
- Manage reservation system for conference rooms and swing office “hoteling” spaces in collaboration with administrative colleagues.
- Plan, coordinate, and reconcile travel arrangements.
- Provide coverage of responsibilities and front desk coverage to Office Manager, Executive Specialist, and senior administrative staff during vacations or other absences.
- Responsible for administrative front desk coverage as scheduled.
- Open/screen mail and email; etc.
Project Support (20%)
- Participate in project meetings, making important contributions to discussions.
- Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects.
- Identify, present, and discuss issues and problems.
- Facilitate discussions for the purpose of developing plans or identifying solutions to problems.
- Develop, document, and implement standard operating procedures.
- Collaborate among various departments/units within the Deans’ span of control to recommend policy and procedural changes, improve operations, and increase organizational efficiency.
- Provide special project support to the Office Manager and Vice Dean’s including Ad hoc committee construction.
- Serve as liaison at meetings as needed.
- Fellowships coordination, on-campus programs and awards, and other faculty programs and events.
- Develop spreadsheets or other tracking tools, update websites and data sources (i.e., SharePoint, Interfolio, KASPER, KSAS Dean’s office website, etc.)
- Gather, analyze and synthesize data.
- Compile and produce reports, presentations, executive briefings, summary documents, etc.
- Create, maintain, and update staff databases organizational charts, group email lists, and directories to disseminate on a monthly, quarterly or as needed basis.
Financial Support (10%)
- Reconcile and process complicated travel expenses, travel card charges, procurement card charges, reimbursements, invoices, honoraria and payments.
- Ensure that expenses are properly documented, allocated, recorded and fi led.
- Reconcile budget reports.
- Maintain fi ling system for expenses, budgets, etc.
- Place orders, verify shipments, and resolve purchasing related issues.
Special Events Support (25%)
- Plan Dean’s office activities and events, meetings, conferences, symposia, etc. based upon the regular academic cycle as well as new initiatives from the Dean
- Assist with special event planning and coordination, i.e.
- Identifying the best date and location/venue, i.e., review KSAS Dean’s Office Calendar.
- Identifying availability of internal and external stakeholders, JHU Scheduling and Events, etc.
- Developing and distributing electronic and/or paper invitations.
- Contract negotiation with internal and external vendors.
- Monitoring responses, i.e., availability, ADA Compliance and Dietary Restrictions.
- Ordering A/V equipment.
- Taking, transcribing and distributing meeting minutes, etc.
- Attend Dean’s office activities and events, meetings, conferences, symposia outside of normal work hours, i.e., mornings, evenings, weekends, etc.
Special Knowledge, Skills & Abilities
- In-depth knowledge of academic policies, procedures, practices and systems, both within Krieger and JHU.
- Expert proficiency with standard office equipment and software (i.e., Excel, Word, PowerPoint, Outlook, Adobe, SharePoint, OneDrive, etc.).
- Working knowledge and intermediate experience with internal Hopkins systems preferred (SAP, Interfolio, FileMaker, Payment Works, Campus Groups, etc.).
- Must be very organized and able to work independently and proactively with minimal supervision.
- Must be highly collaborative, able to work with a diverse population and have strong teamwork skills.
- Requires excellent oral, written and interpersonal communication skills and a good understanding of internal relationships.
- Ability to interact in a variety of important social contexts appropriately.
- Requires the ability to research, gather and analyze data, compiling information and drafting correspondence, presentations, and reports.
- Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
- Proven ability to multi-task, prioritize projects and adhere to deadlines.
- Ability to anticipate the needs of the deans and use discretion and sound judgment in independent decision-making.
- Ability to maintain confidentiality and professionalism.
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelor’s Degree.
- Seven to Nine years of experience, along with experience in higher education or an executive level office in support of academic, business, research and/or development operations.
- Project management experience highly preferred.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $20.40 - Max $35.70 HRLY; Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Dean Office of
Personnel area: School of Arts & Sciences
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
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.
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