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Job Req ID:  59196

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)


Minimum Qualifications: 

  • High School Diploma/GED.
  • Five years related administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.   


Preferred Qualifications: 

  • Bachelor’s degree preferred.


Special Skills, Knowledge & Abilities:

  • Familiarity with Excel and database reporting.
  • Previous experience should be in support of academic, business, political, research and/or development activities and operations, providing high-level administrative oversight, coordination, and advice.
  • Strong interpersonal skills and ability to work as part of a team or independently. Ability to manage projects and determine priorities.
  • High degree of professionalism and confidentiality.
  • Strong organizational and multitasking skills required. Strong computer literacy skills required, including word processing and database management.
  • Thorough knowledge of Windows, Word, Excel and PowerPoint.
  • Ability to learn new software.
  •  Excellent writing, editing and verbal communication skills.
  • Ability to work in a dynamic, fast-paced environment.
  • Knowledge of Johns Hopkins Medicine and/or development operations highly desirable. 
  • Works well under pressure and meets deadlines, has the ability to synthesize, analyze, critique.
  • This position requires a self-starter who is both creative and imaginative, with excellent organizational skills.
  • Excellent oral and written communications skills.
  • Demonstrated ability to address/resolve difficult multi-faceted problems.
  • Ability to work independently with authority and minimal supervision.
  • Ability to maintain confidences and discreet, tactful behavior at all times.
  • Ability to develop and maintain sound professional relationships among superiors, subordinates and peers.


Classified Title: Sr. Administrative Coordinator 
Working Title: Senior Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 45-MD:JH at Keswick 
Department name: 60007027-Project & Change Management 
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.


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