Sr. Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Baltimore, Maryland, United States
- Salary
- Competitive Salary
- Date posted
- Oct 7, 2024
View more categoriesView less categories
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Grants & Contracts
- Employment Level
- Mid-Level
- Employment Type
- Full Time
Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.
We are seeking a Sr. Administrative Coordinator in the Office of Research, who will join a growing team of high-level professionals who provide superior administrative support for the Bloomberg Distinguished Professorships (BDP) program. As part of a dynamic team, they will specifically focus on the BDP Clusters initiative, providing vital support to 1-2 clusters comprising multiple BDPs and junior faculty; and providing administrative support to BDP’s that are part of the cluster and targeted non-cluster BDP’s. These clusters and BDP’s are dedicated to advancing interdisciplinary research areas critical to Johns Hopkins University's strategic objectives.
The ideal candidate can manage multiple priorities and deadlines while providing a high level of service for the faculty co-leads that are recruiting BDP candidates. They will have experience coordinating complex faculty calendars and creating briefing materials, are willing to commit to the mission of the BDP program and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy.
The Sr. Administrative Coordinator will report to the Sr. Administrative Manager and is expected to work in close collaboration with other Sr. Administrative Coordinators on the BDP Central Administration Team (BCAT). The primary role of this position is to ensure the smooth operation of their assigned clusters by administratively supporting the needs of highly productive faculty.
Given the very public nature of the BDP program and its importance to university leadership, this position requires a motivated professional with a strong interest and expertise in administrative support functions. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills. Someone who is inquisitive and would enjoy finding synergies between the BDPs to foster strong collaborations would contribute immensely to this role.
While this position is classified as remote, the expectation is that the Sr. Administrative Coordinator lives within a reasonable distance to attend and support on-campus activities as needed for special events, meetings, or other in-person responsibilities.
Specific Duties & Responsibilities
- Serve as the primary administrative point of contact for the clusters, the BDP candidates, and the BDP faculty.
- Serve as the central resource for BDP faculty members and clusters ensuring that both the home department and BDP office are aware of ongoing activities and initiatives.
- Effectively manage faculty calendars, resolve scheduling conflicts, and anticipate upcoming events and deadlines.
- Monitor shared email accounts; triaging and responding as appropriate in a timely manner.
- Prepare, organize, and disseminate meeting materials, such as agendas and background information, and document meeting minutes and action items.
- Maintain an electronic filing system on the shared drive of meeting agendas, itineraries, articles, presentations, and other related documents for each BDP and cluster on the shared drive in the appropriate location.
- Coordinate domestic and international travel for the Clusters, BDP Candidates, and BDP Faculty, including booking accommodations and managing travel itineraries.
- Organize meetings, including virtual, on-campus, and off-campus events; coordinate logistics, catering, and technical requirements.
- Ensure smooth execution of meetings by managing schedules, sending reminders, and confirming all logistics in advance.
- Support planning and coordination of BDP, cluster, and activities.
- Proofread, edit, and summarize confidential and sensitive information with discretion.
- Track and monitor expenditures, assist with budget management, and ensure that financial transactions comply with Johns Hopkins University policies.
- Review and prepare expense reports and reimbursements, ensuring adherence to JHU finance policies.
- Support the coordination of funding requests, onboarding processes, purchases, and budget allocation to appropriate accounts.
- Manage and maintain program/BDP budget for projects, onboarding, purchases, reimbursements, etc., and properly allocate those to the appropriate funds.
- Track and assist in budget and expense monitoring of all financial transactions. Verify accuracy, completeness, and compliance of charges.
- Coordination with JHU IT to ensure that all materials, software, and equipment are available when needed.
- Keep the staff in the BDP’s home department informed to ensure they are aware of the latest happenings with the BDP(s) linked to them.
- Anticipate future needs of the cluster and leadership, demonstrate responsiveness, critical thinking, and sound judgment while thriving in a dynamic organizational environment.
- Ability to work with flexibility on several tasks simultaneously while meeting various concurrent deadlines.
- Assist with special projects.
- Serve as a liaison with JHU IT to ensure that BDPs and clusters have the necessary technical tools and resources.
- Assist with special projects.
- Perform other duties as assigned.
Special Knowledge, Skills & Abilities
- Advanced knowledge using office software applications including Microsoft Excel, Word, PowerPoint, Outlook, and Adobe.
- Familiarity with current JHU finance practices, trends, and policies.
- Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
- Strong verbal and written communication skills and ability to handle confidential information.
- Excellent oral and written communication skills.
- Strong communication and interpersonal skills, and ability to work as part of a team.
- Ability to work independently and use direction and sound judgment in independent decision-making.
- Self-motivated and demonstrated success in implementing new initiatives.
- Ability to maintain confidentiality and demonstrate professionalism.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s Degree and at least five years’ experience preferred.
- Experience in higher education or an executive-level office is preferred.
- Experience in project management, including coordinating complex projects with multiple stakeholders.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $29.05 HRKY (Commensurate with
experience)
Employee group: Full Time
Schedule: Monday-Friday; 8:30 am-5:00 pm
Exempt Status: Non-Exempt
Location: Remote
Department name: Vice Provost Research Office of
Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert