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Requisition ID:  117352

Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator to facilitate operating efficiencies to sustain growth for the Pava Center. This position will be the first individual many students, faculty, staff and guests interact with at the Pava Center, so exemplary customer service is critical for success.


The Pava Marie LaPere Center for Entrepreneurship is the Johns Hopkins University center for student entrepreneurship and innovation. Uniquely housed in the University’s Tech Ventures division, the Pava Center collaborates with stakeholders across campus to support undergrads to post-docs. Programming facilitates dynamic experiential-learning, designed to expand opportunities for all, with long-term career relevance. The Pava Center is grounded in Baltimore, with an eye toward the world, seeking to build the teams of tomorrow by empowering creators and change-makers, entrepreneurs and innovators, doers and go-getters


As part of the startup ecosystem at JHTV, the Pava Center operates out of an open-office and co-working space in Remington, on the edge of the JHU Homewood campus. While a mix of in-person and online programming is offered by the office, due to the highly collaborative nature of the job and the support offered to students and affiliates, this role is primarily in-person. This position will staff the front desk of the Pava Center and be the first face most visitors see.


The individual in this role will develop knowledge of tasks and programs led by Pava Center staff, programmatic schedules, and other entrepreneurship initiatives, so they can effectively direct initial engagements to the appropriate next step. This role has growth potential in building experience working with startups, student populations, and with other higher education administrators. This role will be responsible for key aspects of event and program planning, specifically with invoices, attendance, and logistical support. There is additional opportunity and flexibility to bring in skills and creativity, as relevant, for work supporting student companies (e.g. leading a workshop on a relevant topic within the individual’s domain of expertise).


The Sr. Administrative Coordinator role will work to ensure smooth operations of the Pava Center and will serve the critical role of triaging needs of students, faculty, staff, vendors and other guests. The Sr. Administrative Coordinator reports to the Associate Director of the Pava Center.


For further information on the Pava Center, visit https://pavacenter.jhu.edu/


Specific Duties & Responsibilities

  • Manages front of house operations at the Pava Center, which entails welcoming students, faculty, staff, and other guests to the space.
  • Directs all building visitors to the appropriate staff person, conference room, or event/program.
  • Supports daily operations at the Pava Center by coordinating conference room reservations, security and housekeeping schedules and ordering supplies for the space and events. Serves as primary contact to vendors and service providers. Individual will review and negotiate price proposals (e.g., caterers, florists, sound/stage companies, electricians, plumbers, building management, printers, mailing houses, etc.).
  • Maintains an event vendor resources list and identifies back-up suppliers for contingency plans.
  • Tracks Pava Center facility usage, manages day-of building logistics with guests (including procedures of A/V, technology, incorporation of Pava Center staff, if relevant).
  • Uses various software applications, such as word processors, spreadsheets, and relational databases, to assemble, manipulate and/or format data and/or reports.
  • Reconciles invoices/bills and processes payments related to Pava Center operations.
  • Advises on the annual budgeting process by producing and maintaining detailed reports of operating expenses and supply usage along with projections for the next fiscal year.
  • Gathers information and statistics and prepares reports on each event to determine success and guide future event planning, such as: data on RSVP vs attendance, geographic and demographic information of attendees, cost per participant, event follow up activities, and surveying and reporting on faculty and staff satisfaction with the event. Incorporates data into relevant databases such as Salesforce.
  • Makes recommendations on how to improve events in the future in collaboration with the entire Pava Center team.
  • Assists with special projects, programs and administrative tasks as needed.


Note: Occasional evening and weekend work may be required to staff and manage events.


Special Knowledge, Skills & Abilities

  • Strong project management skills, including the ability to develop appropriate timelines and meet deadlines.
  • Knowledge of event planning and coordination.
  • Strong attention to detail.
  • Excellent verbal communication skills, with the ability to speak comfortably to small groups.
  • Strong written communication skills, including the ability to draft emails using excellent form, style, grammar, and spelling.
  • Strong interpersonal skills with the ability to work with diverse audiences.
  • High degree of comfort and skill working with MS Office, including Excel, PowerPoint, Outlook, Word, Teams, and Zoom.
  • Ability to work independently and collaboratively as part of a team; to take initiative and be flexible.
  • Strong organizational skills; acutely detail-oriented and excellent with follow-through.
  • Professional manner with the communication and interpersonal skills necessary to handle sensitive and confidential situations with poise, tact, and diplomacy.
  • Knowledge of SAP is a plus.
  • Interest in working with students and knowledge of entrepreneurship is a plus.


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
  • U.S. Citizen or legal permanent resident required due to Federal Export Controls.
  • Bachelor’s Degree in general office administration, higher education administration, or a closely related field strongly preferred.
  • Administrative experience in an academic setting strongly preferred.

 

 

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $29.05 - $36.90 HRLY ($55,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F/8:30am-5pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Johns Hopkins Technology Ventures 
Personnel area: Academic and Business Centers 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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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