Sr. Administrative Coordinator, Office of the President (Presidents Office)

Johns Hopkins • Baltimore, MD

105d • $21 - $36

About The Position

The Office of the President, a fast paced, exciting work environment, is seeking a 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.

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 of products, including Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Excellent verbal and written communication skills.
• Some evening and weekend work.

Nice To Haves

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

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, 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 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.
• 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 and Deputy Chief of Staff on a daily basis to ensure all aspects of the EVP's day run smoothly and efficiently.
• Adjust the schedule throughout the day as priorities shift.
• Available to the EVP, Deputy Chief of Staff and Executive Specialist and other office staff during non-office hours for questions and follow up.
• Perform other related duties as requested.

Benefits

• Full Time employment
• Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
• Schedule: Monday - Friday, 8:30am - 5:00pm
• FLSA Status: Non-Exempt
• Location: Homewood Campus

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED