"Administrative Coordinator (Center for Talented Youth)"

Reporting directly to the Executive Assistant to the Executive Director, this role delivers high-level administrative and office management support to the Johns Hopkins Center for Talented Youth (CTY) at Mount Washington. The position is pivotal to the smooth, efficient operation of the MTW site, ensuring seamless coordination of day-to-day activities, proactive problem-solving, and exceptional service to internal and external stakeholders.

We are seeking an Administrative Coordinator who will provide essential administrative and operational support to ensure the smooth functioning of CTY’s Mount Washington office and leadership activities. The role manages scheduling and meeting logistics for senior directors, partners with the Executive Assistant on CTY-wide events, and oversees daily office operations, including workspace readiness, facilities coordination, office moves, supplies, mail and package handling, and vendor interactions. Working closely with IT, facilities, property management, and staff across departments, the coordinator supports key organizational processes, assists during peak operational periods, and maintains core documents such as floor plans and organizational charts. Operating on a hybrid schedule (in office Tuesday-Thursday), this position helps maintain an efficient, well-organized environment that enables CTY staff to focus on delivering high-quality programs and services.

Specific Duties & 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.
• 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

This role may involve the following occasional physical tasks

• CTY follows a hybrid schedule with staff in-office Tuesday to Thursday.
• This role may occasionally be required to report on a Monday or Friday to support special events (e.g., advisory council meetings), oversee office moves or furniture deliveries, or assist with other on-site activities, and should be flexible to come in as needed to support operational priorities.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Work Modality

• Hybrid (In-Office Tuesday-Thursday)

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.20 - $33.90 HRLY ($50,700 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am - 5:00pm

FLSA Status: Non-Exempt

Location: Hybrid/Mount Washington Campus

Department name: CTY Office of the Executive Director

Personnel area: Academic and Business Centers