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Job Req ID:  3560

Administrative Coordinator

Classified Title:

Administrative Coordinator



Starting Salary Range:

$41,000 - $52,000

Employee Group:


Schedule (hours/days):

M-F; 8:30 am – 5 pm

Employee Subgroup:


Department Name:

Academic Affairs

Personnel Area (School):

School of Advanced International Studies (SAIS

Position Location:  Dupont Circle - Washington, DC


General Description

The Administrative Coordinator is responsible for providing administrative and office support to the Office of Academic and Faculty Affairs and for assisting with the management of the various summer, preterm, and non-degree programs.  In addition, this person will be responsible for serving as the Academic Board Secretary. 


Key Accountabilities


Office Management – 60%


  • Serving as the first contact for general inquiries to the Office of Academic and Faculty Affairs.
  • Takes meeting minutes and notes for Academic Board Meetings, Staff Meetings, etc....
  • Scheduling meetings for the Vice Dean for Academic and Faculty Affairs, Assistant Dean for Academic Affairs, and the Assistant Dean for Faculty Affairs to include:
    • booking rooms via CollegeNet/25 Live
    • ordering food
    • making copies
    • confirming participants’ attendance
    • booking travel arrangements, including international travel, via the Hopkins travel portal
  • Ordering office and other supplies as needed.
  • Submitting and correcting reimbursements.
  • Maintaining various budgets and tracking spending.
  • Managing the Office of Academic and Faculty Affairs Procurement Card (p-card), travel card, and Central Business Travel Card.
  • Supervising student workers.
  • Conducting Skype or phone interviews with visiting scholar candidates, as identified by the Director of Policy.


Faculty Recruitment and Retention – 20%


  • Providing general assistance to the Manager of Faculty Affairs and the Assistant Dean for Faculty Affairs during the new faculty onboarding process.
  • Event planning for various events hosted by the Office of Academic and Faculty Affairs including:
    • Faculty socials
    • New faculty dinner
  • Booking and confirming travel arrangements for faculty candidates.
  • Escorting faculty candidates to meetings during site visits and interviews.
  • Processing reimbursements for faculty candidates.


Curriculum Planning – 10%


  • Working with the Assistant Dean for Academic Affairs, Manager of Data, and the Director of Policy to prepare and review the academic curriculum to include:
    • updating Access and Excel documents with data from the current academic year
    • attending meetings with academic program leadership to assist in planning the curriculum for the following academic year
    • writing and sharing notes based on meeting discussions
  • Reviewing and evaluating faculty syllabi and suggesting corrections to make sure that they meet the guidelines as determined by the Assistant Dean for Academic Affairs.  Uploading the syllabi to SharePoint.
  • Reviewing and uploading faculty evaluations to SharePoint.  Screening evaluations for inappropriate language.


Summer, Preterm, and Non-Degree Programs – 10%


  • Working with the Manager of Graduate Programs to prepare the summer, preterm, and non-degree programs to include:
    • evaluating the files of applicants based on the criteria provided by the Manager of Graduate Programs
    • reviewing the files with the Manager of Graduate Programs to see if the applicant meets the requirements
    • contacting applicants to let them know if something is missing from the application
    • answering potential applicants’ questions about the various programs



  • High School Diploma required; bachelor's degree preferred.
  • Three years’ related experience. Additional education can be substituted for experience.
  • Previous experience managing, monitoring, and maintaining budgets.
  • Prior experience working in a higher educational environment preferred.
  • Office management including delegation, time management and organizational skills
  • Excellent oral communication skills in order to interact with students, faculty and all levels of administration and from diverse cultures
  • Excellent written communication skills, including experience in editing, article writing, proposal and report preparation, and recruitment publications
  • Managing multiple tasks
  • Budget management
  • Strong technical skills – Intermediate to Advanced levels of Microsoft Office Suite (Word, Excel, Access, PowerPoint) or equivalent.
JH at SAIS - Washington DC

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