Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.62 - $27.00 per hour
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001346-Dean Office of
Personnel area: School of Arts & Sciences
Position is responsible for providing high-level administrative and project support to senior staff members within the Deans Office; i.e., vice deans, assistant/associate deans, special advisor to the dean, director of special projects. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.
Specific Duties & Responsibilities:
Administrative Support (45%)
- Provide heavy calendar coordination for assigned principal(s) and collaborate with stakeholders under their purview.
- Prepare written and e-mail correspondence for review and distribution.
- Develop presentations/reports.
- Manage and deliver information of a sensitive and confidential nature.
- Coordinate travel arrangements.
- Create and maintain e-filing system(s); open/screen mail; etc.
Project Support (40%)
- Participate in project meetings, making important contributions to discussions.
- Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects.
- Collaborate among various areas under assigned span of control to recommend policy and procedural changes, improve operations, and increase organizational efficiency.
- Provide special project support to the deanery as needed.
- Develop spreadsheets or other tracking tools, update websites and data sources.
Financial Support (10%)
- Reconcile and process complicated travel expenses, travel card charges, reimbursements, invoices, honoraria and payments.
- Ensure expenses are properly documented, allocated, recorded, filed and reconciled.
Special Events Support (5%)
- Plan meetings, conferences, symposia, etc.
- Assist with special event planning and coordination.
Minimum Qualifications (Mandatory):
- High School Diploma/GED
- 5 years of progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis.
- Bachelor’s degree and 7 to 9 years of experience preferred.
- Experience in higher education or an executive level office in support of academic, business, research and/or development operations preferred.
- Project management experience highly preferred.
Special Knowledge, Skills, and Abilities:
- Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe).
- Must be very organized and able to work independently and proactively with minimal supervision.
- Requires excellent oral, written and interpersonal communication skills and a good understanding of internal relationships.
- Requires the ability to research, gather and analyze data, compiling information and drafting correspondence, presentations, and reports.
- Excellent time management skills and the ability to work well under pressure while handling multiple, shifting and competing priorities.
- Ability to anticipate the needs of assigned principal(s) and use discretion and sound judgment in independent decision-making.
- Ability to maintain confidentiality and professionalism.
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on 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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