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Job Req ID:  48256

Sr. Administrative Coordinator

 

General Summary/Purpose

The Senior Administrative Coordinator is instrumental in ensuring that the office of Global Marketing and Communications runs smoothly through the efficient management of administrative and operational functions. With an emphasis on administrative management for the Associate Dean and Staff of the Office of Global Marketing and Communications (MarComm), s/he will also be responsible for managing the department’s invoices and reimbursements.

 

Specific Duties & Responsibilities

Associate Dean Management (50%)

  • Works very closely with Administrators from the Dean’s office to ensure quick turnaround of projects, changes to schedules, and communications to senior leaders
  • Manages calendaring for the Associate Dean for all internal and external meetings, invitations, and events, including determining scheduling priorities, proactively prevent conflicts, maximize efficiencies, and tactfully resolving scheduling conflicts. Coordination of meetings is highly complex with a high volume of meetings
  • Prepares leadership for meetings including agendas, pre-read documents, identifies and tracks needed follow-up, etc. Assistance with planning virtual meetings and events including managing attendee list and setting up zoom links.
  • Identifies, researches, and gathers information and proposes recommendations to improve efficiency, identify new initiatives, and creative problem solving support for Associate Dean and the MarComm department
  • Creates PowerPoint presentations or word or excel documents that visually appealing, proofed and then distributes, prints, and/or scans documents as needed
  • Provides note taking, note translation and distribution support
  • Maintains electronic filing system to include filing, retrieval, storage, coding, updating, and destructions of e-files
  • Answers general telephone line and handles general communications inquiries

 

Financial Management (20%)

  • Manages and responds to the Carey.Marketing.Invoice email account on behalf of the team
  • Provides day-to-day budget management to include expense tracking, processing invoices, and reimbursement scanning, and collecting receipts
  • Renews departmental subscriptions and memberships

 

MarComm Team Management (30%)

  • Assists MarComm directors and managers as needed with ad hoc projects
  • Manages the Carey.Brand email account and responds on behalf of the team to ensure all brand standards are being followed across the school
  • Operates and manages MS Teams and Zoom accounts including scheduling meetings, hosting meetings, using advanced features like breakout rooms and polls, and maintaining all files and channels the MarComm team owns
  • In collaboration with department Directors, plans all team trainings and celebratory events
  • Serves as the first primary point of contact for department
  • Works autonomously to provide trouble-shooting and problem-solving assistance and make recommendations as appropriate
  • Maintains departmental calendar to include event notices, meetings, and other reminders
  • Creates weekly staff meeting agenda
     

 

Minimum Qualifications (Required)

High School Diploma/GED.

Five (5) years progressively responsible 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 Knowledge, Skills, and Abilities:

Ability to work autonomously, problem-solve, and provide Associate Dean and Directors recommendations on projects, and respond quickly to changing needs and to balance competing responsibilities

  • Experience with managing department budgets, reporting and making recommendations
  • Must be able to build trust with members of team and those school-wide
  • Excellent verbal and written communication skills; with the ability to communicate effectively at all organizational levels, and to draft logical and well-written correspondence
  • High degree of professionalism
  • Must be capable of handling highly confidential matters
  • Detail oriented and highly organized with strong analytical, problem-solving, and critical thinking skills
  • Excellent meeting planning and logistics management skills
  • Knowledge of office administration, record keeping systems, effective scheduling and administrative support services
  • Advanced MS Office Suite skills including Word, Excel, and PowerPoint
  • Excellent interpersonal, collaborative and customer service skills to build working relationships across the school and university
  • Ability to prioritize and handle multiple priorities at the same time
  • Prior invoice and reimbursement experience.

 

Classified Title: Sr. Administrative Coordinator 
Working Title: Sr. Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 37.5/03/OF 
Starting Hourly Pay Rate Range: $19.82 - $27.27/ Commensurate with Experience
Employee group: Full Time 
Schedule: Monday-Friday 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 46-MD:JH at Harbor East 
Department name: 60000049-Marketing & Communications 
Personnel area: Carey Business School

 

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://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

JH at Legg Mason Harbor East - Carey Business School