The Senior Administrative Coordinator provides high-level project management and administrative support in a fast-paced environment to the Board of Trustees and the Secretary of the Board. As this position involves considerable work specific to issues of a sensitive and confidential nature, the senior administrative coordinator must demonstrate careful judgment, a high level of discretion and the ability to work independently. The senior administrative coordinator will work effectively with senior leaders at the university as well as external constituents.
Primary Duties and Responsibilities:
Manage Projects, Including:
Oversee conflict-free calendars of meetings and appointments for Secretary of the Board as well as for members of the Board of Trustees, exercising a high level of independent judgment in prioritizing requests for time and in resolving scheduling conflicts.
Prepare the compilation and distribution of Board meeting materials.
Help coordinate a variety of events, including Commencement, Convocation, campus visits, and other special events.
Monitor and collect information for archival purposes.
Assist in the annual publication and online updates of the Trustee Handbook. Triage correspondence directed at the Board of Trustees.
Coordinate Board meetings (this may require out-of-state venues), including contracts, invitations, travel arrangements, catering, room reservations, AV requirements, and other aspects as needed.
Work closely with the assistant Secretary on managing Trustee requests for accommodations and securing transportation for Board-related meetings and events.
Triage telephone calls, mail, faxes, email, and voicemail.
Perform administrative duties, including mail merges, gathering profile information, preparing binders, managing correspondence and collection of data.
Draft letters and other correspondence.
Process monthly expense statements (including reimbursements) using the university’s policies and processes.
Work closely with other University administrative support, and independently anticipate issues to ensure efficient service and operations.
Effectively communicate with University leadership.
High School Diploma/GED required.
Bachelor's degree preferred.
Five years progressively responsible administrative experience.
Additional education may substitute for some experience as well as experience substituting for education.
Special Knowledge, Skills, and Abilities:
Excellent writing, editorial and verbal communication skills.
Project management and event planning experience.
Ability to take initiative and exercise independent judgment to resolve administrative problems.
Excellent organizational skills with attention to detail.
Strong interpersonal skills and ability to work as part of a team.
Strong computer literacy skills and ability to learn new software.
Ability to work in a dynamic, fast paced environment and respond quickly to changing priorities.
Ability to work with senior leadership at Johns Hopkins as well as with external constituents.
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. 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.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001671-Sec to the Board of Trustees Off of Personnel area: University Administration
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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.