"Administrative Coordinator"

Job Summary

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Key responsibilities:

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.

In addition to the duties described above, the Administrative Coordinator will:

• Process gifts for the Whiting School of Engineering (receiving and depositing checks)
• Pay invoices
• Mange various financial transactions (stock gifts and online payments)
• Serve as a liaison between Whiting School departments and the Dean's Business Office for the setup of gift accounts and questions related to gift accounts
• Set up endowments for the Whiting School of Engineering
• Perform other duties as assigned

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint
• Excellent written and oral communication skills required as well as high-level decision-making skills and an attention to detail.
• Qualified candidate must be a team player with the ability to work independently and have exceptional organization, time management and interpersonal skills.
• Demonstrated writing and editing skills are required.
• Knowledge of SAP and Salesforce database reporting
• Able to work overtime for Development and Alumni Relations events

Additional Details

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $52,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
FLSA Status: Non-Exempt
Location: Mount Washington Campus
Department name: 10001471-Development and Alumni Relations
Personnel area: Whiting School of Engineering
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