Sr. Administrative Coordinator
The Office of Research is seeking a Sr. Administrative Coordinator to 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, you will specifically focus on the BDP Clusters initiative, providing vital support to 1-2 clusters comprising multiple BDPs and junior faculty. These clusters are dedicated to advancing interdisciplinary research areas critical to Johns Hopkins University's strategic objectives.
This position will also support one existing and non-cluster BDP.
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 in this role.
While this position is classified as remote, it is expected that the Sr. Administrative Coordinator lives locally in order to attend required meetings and team retreats, staff cluster-related events, and perform any other necessary tasks in person.
Specific Duties & Responsibilities
- Effectively communicate with the clusters, BDPs, their home departments, and fellow BDP office team members on a very regular basis to carry out the administrative tasks necessary to support the clusters.
- Maintain calendars and schedules for BDPs; independently identify and resolve scheduling conflicts and prioritize meeting requests.
- Prepare meeting materials (e.g., draft agenda, collect relevant information), disseminate materials, record and draft minutes, and monitor and follow up on action items.
- Organize virtual and in-person engagements, team meetings, all-staff meetings, and conferences/seminars.
- Proofread, edit, and summarize confidential and sensitive information with discretion.
- Monitor shared email accounts; triaging and responding as appropriate in a timely manner.
- Identify and resolve administrative problems and issues. Analyze operating practices, processes, and procedures (e.g., record-keeping systems, forms control, etc.)
- Arrange and coordinate travel and meeting logistics for BDPs and their collaborators with corresponding detailed itineraries. Prepare, submit, and track travel reimbursement materials adhering to JHU finance policies.
- Maintain an electronic filing system on the shared drive of meeting agendas, schedules, articles, presentations, and other related documents for each BDP and the clusters.
- 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.
- Track and assist in budget and expense monitoring of all financial transactions. Verify accuracy, completeness, and compliance of charges.
- Reconcile, process, and allocate transactions of the procurement card and travel card purchases.
- 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.
- Other related 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.
- 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.
- Ability to maintain confidentiality and demonstrate professionalism.
- Applicants for this position may be required to complete skills assessments appropriate to the position description.
Minimum Qualifications
- High School Diploma or graduation equivalent
- Five years of 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.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30a-5:00p
Exempt Status: Non-Exempt
Location: Remote
Department name: Vice Provost Research Office of
Personnel area: University Administration