Sr. Administrative Coordinator

The Johns Hopkins Krieger School of Arts and Sciences (KSAS) is seeking a Sr. Administrative Coordinator who will be responsible for providing high-level administrative and project support to the Office Manager and 3-5 members of the Dean’s office Leadership Team. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate, and professional manner while maintaining a high degree of confidentiality and professionalism, comfortably taking initiative, and exercising independent judgment to resolve issues. This person also has to be committed to promoting actions that maintain an environment that integrates diversity, differences, and fairness at JHU. The nature of the Sr. Administrative Coordinator’s projects will vary based upon the regular academic cycle as well as new initiatives from the Deans.

While this is a hybrid position, the employee would be fully on-site during the introductory period for training, onboarding, and in-person meetings.

Specific Duties & Responsibilities

Administrative Support (45%)

• Provide administrative support to the Office Manager and Leadership Team.
• Provide heavy calendar coordination for the Leadership Team and collaborate with administrative staff of the departments and programs under their purview.
• Schedule complex appointments and meetings.
• Coordinate special administrative assignments as needed.
• Plan, write, edit, and manage the distribution of letters, memoranda, and other time-sensitive communications for signature, i.e., letters of intent, retention letters, etc.
• Prepare written and e-mail correspondence for review and distribution. Develop presentations/reports, including PowerPoint documents.
• Manage and deliver information of a timely, sensitive, and confidential nature.
• Manage the reservation system for conference rooms and swing office “hoteling” spaces in collaboration with administrative colleagues.
• Plan, coordinate, and reconcile travel arrangements.
• Provide coverage of responsibilities to the office manager, executive specialist, and senior administrative staff during vacations or other absences.
• Responsible for administrative front desk coverage as scheduled. Open/screen mail and email, etc.

Project Support (20%)

• Participate in project meetings, making important contributions to discussions.
• Coordinate and lead meetings, work groups, and/or cross-functional task forces for assigned projects. Identify, present, and discuss issues and problems.
• Facilitate discussions to develop plans or identify solutions to problems. Develop, document, and implement standard operating procedures.
• Collaborate among various departments/units within the Deans’ span of control to recommend policy and procedural changes, improve operations, and increase organizational efficiency.
• Provide special project support to the Office Manager and Leadership Team, including ad hoc committee construction. Serve as liaison at meetings as needed.
• Coordinate fellowships, on-campus programs and awards, and other faculty programs and events. Develop spreadsheets or other tracking tools, and update websites and data sources (i.e., SharePoint, Interfolio, KASPER, KSAS Dean’s office website, etc.).
• Gather, analyze, and synthesize data.
• Compile and produce reports, presentations, executive briefings, summary documents, etc.
• Create, maintain, and update staff databases, organizational charts, group email lists, and directories to disseminate on a monthly, quarterly, or as-needed basis.

Financial Support (10%)

• Reconcile and process complicated travel expenses, travel card charges, procurement card charges, reimbursements, invoices, honoraria, and payments.
• Ensure that expenses are properly documented, allocated, recorded, and filed. Reconcile budget reports.
• Maintain the filing system for expenses, budgets, etc.
• Place orders, verify shipments, and resolve purchasing-related issues.

Special Events Support (25%)

• Plan Dean’s office activities and events, meetings, conferences, symposia, etc., based upon the regular academic cycle as well as new initiatives from the Dean.
• Assist with special event planning and coordination, identifying the best date and location/venue, i.e., reviewing the KSAS Dean’s office calendar, identifying the availability of internal and external stakeholders, JHU Scheduling and Events, etc.
• Developing and distributing electronic and/or paper invitations.
• Negotiate contracts with internal and external vendors.
• Monitor responses, i.e., availability, ADA compliance, and dietary restrictions.
• Order A/V equipment.
• Take, transcribe, and distribute meeting minutes, etc.
• Attend Dean’s office activities and events, meetings, conferences, and symposia outside of normal work hours, i.e., mornings, evenings, weekends, etc.

Special Knowledge, Skills, & Abilities

• In-depth knowledge of academic policies, procedures, practices, and systems, both within Krieger and JHU. Expert proficiency with standard office equipment and software (i.e., Excel, Word, PowerPoint, Outlook, Adobe, SharePoint, OneDrive, etc.).
• Must be very organized and able to work independently and proactively with minimal supervision.
• Demonstrates excellent teamwork and collaboration, professionalism, team building, open communication, and motivation in a diverse population, both independently and as a team member.
• Requires excellent verbal, written, and interpersonal communication skills and a good understanding of internal relationships.
• Ability to interact in a variety of important social contexts appropriately.
• Requires the ability to research, gather, and analyze data; compile information; and draft correspondence, presentations, and reports.
• Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities. Proven ability to multitask, prioritize projects, and adhere to deadlines.
• Ability to anticipate the needs of the deans and use discretion and sound judgment in independent decision-making.
• Ability to maintain confidentiality and professionalism.

• 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.

• Bachelor’s Degree.
• Working knowledge and intermediate experience with internal Hopkins systems preferred (SAP, Interfolio, FileMaker, Payment Works, Campus Groups, etc.).
• Seven to Nine years of experience, along with experience in higher education or an executive-level office in support of academic, business, research, and/or development operations.
• Project management experience is highly preferred.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $29.05 -$36.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Vice-Deans Admin Staff  
Personnel area: School of Arts & Sciences