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Job Req ID:  4496

Executive and Administrative Coordinator

Classified Title:

Administrative Coordinator

Working Title:

Executive and Administrative Coordinator



Starting Salary Range:

$45,000 - $55,000

Employee Group:


Schedule (hours/days):

M-F; 8:30 am – 5 pm

Employee Subgroup:


Department Name:

Academic & Faculty Affairs – SAIS Emeritus Institute

Personnel Area (School):

School of Advanced International Studies (SAIS)


General Description


This position will provide a high-level of administrative support for the newly created School of Advanced International Studies (SAIS) Emeritus Institute, which will support the continued intellectual engagement of retired Johns Hopkins SAIS faculty, to allow them to continue pursuing academic interests and conducting research, fundraising, and other academic activities with the support of SAIS.  This position will be primarily responsible for supporting all day-to-day activities of the emeriti at the institute including communications, event planning, scheduling, budget management, website maintenance, and scheduling.


Key Accountabilities


  • Provide administrative support for all SAIS Emeritus professors, which includes scheduling and maintaining calendars, composing and editing correspondence, and  making copies of correspondence or other printed material


  • Serve as first point of contact for the SAIS Emeritus Institute by responding to inquiries, providing guidance, answering calls and other incoming communications, and other administrative tasks as assigned.


  • Provide logistical support for visitors, to include office/hotel reservation, pick-up and return of office keys, computer connections, assigned office name tag/labeling, and arrangement for seminars and presentations.


  • Assist faculty with research projects by conducting internet-based and library research, when needed, composing documents, and other administrative tasks related to specific projects.


  • Plan and organize events, such as seminars, meetings and conferences, and serving as the primary on-site contact and providing on-site support for logistics.  This will include travel arrangements and hotel reservations for participants, meeting space reservations, organizing meeting materials, preparing presentation, setting up teleconference connections, catering and taking/taping and/or transcribing of minutes of meeting, as needed.


  • Edit and prepare publications, such as conference reports, brochures, and newsletters.


  • Record and transcribe spoken and written information from meetings or other formal proceedings, when needed.


  • Manage and reconcile program budgets and accounts, processing invoices and reimbursements and arranging travel for emeritus faculty and scholars.


  • Collaborating with the Office of Communications and Marketing to manage the content of the website and all other social media related mediums related to the SAIS Emeritus Institute.


  • Perform other duties as assigned.




  • 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

Job Postings are updated daily and remain online until filled.
The successful candidate(s) for this position will be subject to a pre-employment background check.

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The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

  • 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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