Sr. Administrative Coordinator

Johns Hopkins University•Baltimore, MD

27d•Hybrid

About The Position

The Sr. Administrative Coordinator provides administrative support and performs general office management duties necessary for the efficient operation of a department, office or program. This position provides project support to a Dean, Associate Dean, Department Chair, Program Leadership or comparable business leaders This position may provide support for fiscal and budget management for the assigned area. The responsibilities of this role require significant collaboration and coordination with others. Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

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 beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Nice To Haves

Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint
Excellent written and oral communication skills
High-level decision making skills and attention to detail
Must be a team player with the ability to work independently and have exceptional organization, time management, and interpersonal skills
Demonstrated writing and editing skills
Knowledge of SAP and Salesforce database reporting
Ability to work overtime for Development and Alumni Relations events

Responsibilities

Plan, support, and organize daily operational activities of the assigned area.
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.
May 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 (e.g., 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 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 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.
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.
Accurately enter and update contact reports and proposals in the JHAS database, link donor gifts to their respective records, and generate comprehensive reports to support fundraising efforts and strategic decision-making.
Provide proactive complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders.