Sr. Administrative Coordinator

The Office of the President, a fast paced, exciting work environment, is seeking a Sr. Administrative Coordinator to assist the Executive Vice President, Chief of Staff (EVP). The Senior Administrative Coordinator will work with the EVP’s team and be responsible for a wide range of administrative duties. Successful completion of work assignments involves a high level of judgment, tact, creativity, initiative, and attention to detail, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, Program Leadership or comparable business leaders.
• Manage team and/or assigned leaders calendars; plan and schedule meetings and coordinate their associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high level meetings. Record and draft minutes; monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities.
• Identify and resolve administration problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies.
• Develop and compile reports. May assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• May perform some non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for department/office events/functions.
• Perform other related duties as requested.
• Manage daily calendar of the EVP by scheduling internal and external meetings, travel and events. Work with the Executive Specialist and Deputy Chief of Staff to resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.

• Work closely with the Executive Specialist and Deputy Chief of Staff on a daily basis to ensure all aspects of the EVP’s Day run smoothly and efficiently.

• Adjust the schedule throughout the day as priorities shift.

• Available to the EVP, Deputy Chief of Staff and Executive Specialist and other office staff during non-office hours for questions and follow up.

Requirements

• Must be able to work well at a fast pace.
• Must have an extremely high level of good judgment as well as problem-solving and critical thinking ability.
• Excellent organizational skills and close attention to detail.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
• Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with multiple remote participants.
• Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
• Excellent verbal and written communication skills.
• Some evening and weekend work.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Technical Qualifications and Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills and Expected Level of Proficiency

• Calendar Management: Intermediate
• Event Coordination: Intermediate
• Financial Administration: Intermediate
• Interpersonal Skills: Intermediate
• Meeting Coordination: Intermediate
• Office Procedures: Intermediate
• Oral and Written Communications: Intermediate
• Organizational Skills: Intermediate
• Project Management: Developing
• Report Writing: Intermediate

Classified Title: Sr. Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30am - 5:00pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus  
Department name: President Office of   
Personnel area: University Administration