Sr. Administrative Coordinator

Johns Hopkins University•Baltimore, MD

17h•Hybrid

About The Position

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. The position provides high-level administrative and programmatic support for the Leadership Fellows, the University’s premier pathway for cultivating alumni and friends for future volunteer leadership roles. Over an 18month curated experience, Fellows gain behindthescenes insight into the university, develop crosscampus understanding, and prepare to serve meaningfully on boards, councils, and advisory groups. The individual is required to interpret and implement programs and policies and exercise independent judgment and confidentiality in resolution of administrative issues. This position will be responsible for assisting with events, preparing briefings for JHU leadership, and general administrative duties including drafting correspondence, reconciling travel expenses, paying invoices, and calendaring. The individual is also responsible for comprehensive understanding and utilization of the central Client Relationship Management (CRM) system including data entry, analysis, and reporting. The position reports to the Executive Director of Leadership Programs.

Requirements

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 permitted by the JHU equivalency formula beyond a high school diploma/graduation equivalent

Nice To Haves

Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint
Bachelor's degree
CRM/Database expertise
Experience with data analysis

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.
Develop and write strategic briefings to prepare the president, provost, and other University leadership for high-level meetings, events, and other activities. Briefing content includes strategic objectives, discussion points, background, and special considerations, in consultation with development officers, primary relationship managers and other colleagues and relevant parties.
Maintain the program’s Leadership Pipeline for all 10 development offices. In conjunction with the Office of Advancement Services team, update pipeline data in Hopkins’ client relationship management system each quarter. Schedule meetings with divisional representatives to review pipeline and make updates, accordingly. Communicate with divisional representatives to answer questions regarding the leadership pipeline process and potential candidates.
Represent the Office of Leadership Programs and the Leadership Fellows program in particular, to members of a broader community, including development professionals, donors, and volunteers.
Provide high-level event support (which includes evenings and weekends) for program participants, vendors, volunteers, and leadership at all event locations throughout Baltimore, DC and occasionally NYC or the Bay Area.