The Senior Administrative Coordinator is instrumental in ensuring that the office of Global Marketing and Communications runs smoothly through the efficient management of administrative and operational functions. With an emphasis on administrative management for the Associate Dean and Staff of the Office of Global Marketing and Communications (MarComm), s/he will also be responsible for managing the department's budget including monthly reporting, expense tracking and reporting, department invoices, and reimbursements.
Specific Duties & Responsibilities
Associate Dean Management (35%)
Works very closely with Administrators from the Dean's office to ensure quick turnaround of projects, changes to schedules, and communications to senior leaders
Manages calendaring for the Associate Dean for all internal and external meetings, invitations, and events, including determining scheduling priorities, proactively prevent conflicts, maximize efficiencies, and tactfully resolving scheduling conflicts. Coordination of meetings is highly complex with a high volume of meetings
Prepares leadership for meetings including agendas, pre-read documents, identifies and tracks needed follow-up, etc. Assistance with planning virtual meetings and events including managing attendee list and setting up zoom links.
Identifies, researches, and gathers information and proposes recommendations to improve efficiency, identify new initiatives, and creative problem solving support for Associate Dean and the MarComm department
Creates PowerPoint presentations or word or excel documents that visually appealing, proofed and then distributes, prints, and/or scans documents as needed
Provides note taking, note translation and distribution support
Maintains electronic filing system to include filing, retrieval, storage, coding, updating, and destructions of e-files
Answers general telephone line and handles general communications inquiries
Financial Management (35%)
Leads financial management of MarComm's seven-figure budget including reporting and making independent recommendations to Finance Department's management and MarComm's Associate Dean and Directors
Meets with directors regularly to review spending, forecast, and to ensure the department's budget is being spent as allocated
Meets with Associate Dean regularly and makes recommendations as to where the team should spend and what items may need to be cut
Writes and maintains a Marketing Finance Operations Manual/Guide to ensure all aspects of department budgeting is covered and can be transferred to another position if needed
Manages and responds to the Carey.Marketing.Invoice email account on behalf of the team
Provides day-to-day budget management to include expense tracking, reporting, processing invoices, and reimbursement scanning, and collecting
Renews departmental subscriptions and memberships
MarComm Team Management (30%)
Assists MarComm directors and managers as needed with ad hoc projects
Manages the Carey.Brand email account and responds on behalf of the team to ensure all brand standards are being followed across the school
Operates and manages MS Teams and Zoom accounts including scheduling meetings, hosting meetings, using advanced features like breakout rooms and polls, and maintaining all files and channels the MarComm team owns
In collaboration with department Directors, plans all team trainings and celebratory events
Serves as the first primary point of contact for department
Works autonomously to provide trouble-shooting and problem-solving assistance and make recommendations as appropriate
Maintains departmental calendar to include event notices, meetings, and other reminders
Creates weekly staff meeting agenda
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years 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 preferred.
Special Knowledge, Skills, and Abilities:
Ability to work autonomously, problem-solve, and provide Associate Dean and Directors recommendations on projects, and respond quickly to changing needs and to balance competing responsibilities
Experience with managing department budgets, reporting and making recommendations
Must be able to build trust with members of team and those school-wide
Excellent verbal and written communication skills; with the ability to communicate effectively at all organizational levels, and to draft logical and well-written correspondence
High degree of professionalism
Must be capable of handling highly confidential matters
Detail oriented and highly organized with strong analytical, problem-solving, and critical thinking skills
Excellent meeting planning and logistics management skills
Knowledge of office administration, record keeping systems, effective scheduling and administrative support services
Advanced MS Office Suite skills including Word, Excel, and PowerPoint
Excellent interpersonal, collaborative and customer service skills to build working relationships across the school and university
Ability to prioritize and handle multiple priorities at the same time
Prior invoice and reimbursement experience.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.27/ Commensurate with Experience Employee group: Full Time Schedule: Monday-Friday 8:30am-5:00pm Exempt Status: Non-Exempt Location: 46-MD:JH at Harbor East Department name: 60000049-Marketing & Communications Personnel area: Carey Business School
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 [email protected]. 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.