The Senior Administrative Coordinator is responsible for providing high-level administrative, financial, and project support to senior staff members within the Whiting School of Engineering Office of Graduate Academic Affairs, specifically supporting the Vice Dean for Graduate Education, the Associate Dean for Engineering for Professionals, and the Assistant Dean for Graduate and Postdoctoral Academic Affairs.
Specific Duties & Responsibilities:
Administrative and Financial Support (80%)
Provide heavy calendar coordination for assigned principals and collaborate with stakeholders under their purview.
Schedule meeting rooms/venues.
Draft and prepare office communications.
Proofread and edit materials.
Maintain and organize electronic and paper files.
Develop presentations/reports as needed.
Manage and deliver information of a sensitive and confidential nature.
Coordinate travel arrangements.
Provide excellent customer service for students, postdoctoral fellows, staff and faculty.
Initiate and maintain human resources documents in SAP to include ISR transactions.
Ensure expenses are properly documented, allocated, recorded, filed and reconciled- manage monthly budget statements.
Act as backup to the Office Manager when needed to order and maintain inventory of office supplies through SAP and PCards.
Other duties as assigned.
Budget and Financial Support
Manage budget and financial administration for the office.
Reconcile and process complicated travel expenses, travel card charges, all reimbursements, invoices, check requests, honoraria, cost-transfers, and payments.
Project Support (10%)
Take minutes at bi-weekly EP manager meetings, monthly GPAAC meetings, DGS meetings, WSE Graduate Committee meetings, and other relevant meetings as needed.
Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects.
Provide special project support to the deanery as needed- including support of student group events and projects under the purview of the office.
Develop spreadsheets or other tracking tools, update websites and data sources.
Other duties as assigned.
Event Support (10%)
Assist with special event planning and coordination (meetings, conferences, symposia, etc.)
Coordinate catering for meetings and events.
Other duties as assigned.
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. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Bachelor’s degree and 7+ 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.
Ability to work independently, using sound professional judgement.
Classified Title: Sr. 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: 60007876-Academic Affairs Grad Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.
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