Sr. Administrative Coordinator (University Communications)

Johns Hopkins University•Baltimore, MD

1d•$21 - $37•Onsite

About The Position

University Communications seeks a dynamic, detail-driven Sr. Administrative Coordinator to serve as a strategic partner to the Sr. Associate Vice President (SAVP) of Media Relations and News and the Assistant Vice President (AVP) of Internal Communications. This highly visible, front-facing role provides executive-level administrative support in a fast-paced, high-impact environment and serves as the primary front desk receptionist for the division. This position requires employee to work onsite five days per week to ensure consistent operational and in-person support. The Senior Administrative Coordinator plays a critical role in advancing the mission of University Communications by delivering proactive, high-level executive support to senior leadership while providing comprehensive coordination and operational support to the Media Relations and News team and the Internal Communications team. As the first point of contact for the office, this individual represents the division with professionalism, discretion, and a service-oriented mindset, creating a welcoming and responsive experience for campus partners and visitors. The role requires frequent interaction with senior leadership, including the President’s Office, Office of the Provost, and Deans’ Offices, and demands sound judgment, exceptional organizational skills, and the ability to manage competing priorities with confidence, diplomacy, and poise.

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, to the extent
Strong knowledge of office administration, record-keeping systems, scheduling, and administrative support services.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
Excellent verbal and written communication skills, with the ability to interact effectively with a broad cross-section of stakeholders.
Collaborative team player with outstanding interpersonal and customer service skills.
Exceptional organizational skills, analytical and problem-solving abilities, and keen attention to detail.

Nice To Haves

Experience working with Asana or similar project management platforms is preferred but not required.
Experience with SAP for reimbursements, online payments, shopping carts, and tracking payments. Familiarity with JHU financial and administrative policies is preferred.

Responsibilities

Plan, support, and organize daily activities of the office or program.
Provide complex administrative, project, and calendar support to a SAVP and AVP.
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.
Prepare the quarterly Media Clips report for the Board of Trustees meeting.
Coordinate the production process for the Johns Hopkins Magazine, including managing mailing lists, formatting and editing content, and partnering with vendors to meet production deadlines.
Monitor and manage the Johns Hopkins Magazine email account, responding to general inquiries and escalating issues as appropriate.
Submit service requests to update and maintain constituent’s records in the magazine database.
Manage the hiring and payment process for independent contractors supporting the Johns Hopkins Magazine and Hub.
Partner with building security to coordinate visitor access and ensure a seamless, secure arrival experience.
Manage the department’s main phone line, screening and routing calls appropriately.
Sort and distribute incoming mail and deliveries.
Maintain shared conference room calendars and schedule appointments.
Oversee organization and upkeep of departmental common spaces, including conference rooms, breakroom, and copier areas.
Provide backup support to the administrative team as needed.