Senior Administrative Coordinator

Job Title: Sr. Administrative Coordinator

The Senior Administrative Coordinator will oversee all internal administrative operations in the Office of Advancement Services (OAS) Project Management Office (PMO) and provide executive level support to the Assistant Vice President of Advancement Services and Director of Project & Change Management. This includes overseeing budget expenditures for OAS and the PMO. He/she is proactive, anticipates future needs of the AVP/Director and demonstrates responsiveness, strong customer service, independent thinking and solid judgment in a demanding and fast-paced environment. Must be able to exercise independent judgment in the resolution of administrative problems, and communicate with all levels of internal and external administrative and academic leaders, university staff and faculty and other stakeholders. The position will perform under pressure with a high degree of accuracy and diplomacy.

The Primary duties and responsibilities

Office Management:

• Maintain a conflict-free calendar of meetings and appointments and plan travel itineraries, ensuring efficient use of time for the AVP and Director. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car and scheduled meetings.
• Prepares the AVP for meetings and presentations and works with other staff to ensure that briefing materials for appointments are prepared in advance and accurate. Requires thorough knowledge of MS Office suite (Outlook, Word, PowerPoint, Excel).
• Provides support for key PMO projects that may include but will not be limited to meeting planning and coordination, calendar coordination, agenda creation, document writing/editing, drafts stakeholder correspondence and assists in developing communications and presentations. Regularly proofreads and edits confidential, sensitive information. Secures approval and signature before distributing when needed.
• Compiles and analyzes data when needed. Conducts independent research and creates original content.
• Compiles data from various systems and reports. Creates related graphs and tables. Writes and edits copy and exercises appropriate discretion.
• Lead and facilitate communication with remote liaisons across Johns Hopkins University & Medicine on collaborative projects, and coordinate facilities, meetings and events.
• Mentor and partner with support staff in the departments reporting to the AVP as needed.
• Provides a range of related services in support of projects and project management for the PMO.
• Attends and provides support for OAS and institution-wide events.
• Other duties as assigned.

Budget and Financial:

• Oversees Budget of the Office of Advancement Services (OAS) and Project Management Office. Produces a variety of budget reports and presentations using information from multiple sources to address a range of requests with general guidance from AVP or PMO.
• Thorough working knowledge of SAP financial system.
• Monitor and reconcile on a monthly and annual basis the office budget for AVP, as well as budgets and expenses for divisions overseen by the AVP.
• Order supplies, special-order materials, and equipment as needed.
• Process receipts for AVP. Coordinate payment of the AVP executive credit card and administrative purchasing card (issued in own name). Coordinate payment process for external vendors. Properly document all charges and account for all receipts. Process reimbursements, online payments, and supply orders on behalf of the AVP and Director.

Intuitive/Political/Relationship-Building Skills:

• Identify key issues and brief the AVP and Director. This will require special understanding of programs, initiatives, goals and objectives beyond day-to-day operational knowledge.
• Develop institutional relationships in order to work more effectively and be able to advise the AVP/PMO on communicating with various offices. Develop a sophisticated understanding of the institution and OAS partners.
• Represent the AVP/PMO to members of a broader community including DAR Executive Team, Gift Officers, University faculty, etc., with the authority to make important decisions independently. Resolve significant problems, answer questions, provide guidance, and disseminate information on behalf of the AVP/PMO.
• Recommend procedural/policy changes to improve office/organization operations.

Special Projects:

• Complete special projects as directed for the AVP and all departments reporting to the AVP (for example, draft power point presentations for meetings with leadership, advisory boards or training presentations)