"Sr. Administrative Coordinator"

Job Details

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Whiting School of Engineering’s Center for Educational Outreach (CEO) is seeking a Sr. Administrative Coordinator to support our mission to engage JHU faculty and students to inspire and prepare PK-12 students in STEM education and careers. CEO is the resource for Johns Hopkins University STEM faculty and students seeking STEM educational outreach opportunities with PK-12 students, teachers and/or families of Baltimore City Public Schools (City Schools). The Sr. Administrative Coordinator will report to the Executive Director of the Center for Educational Outreach. This role is critical to both the Center's smooth daily operations and its long-term operational excellence and success.

The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft 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 office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

In addition to the duties described above

• Act as administrator for Hopkins Engage, the JHU volunteer database, providing support to other CEO staff and address issues with the vendor (GivePulse). Run reports and import data as needed.
• Support the Compliance and Operations Program Administrator to ensure compliance of the JHU Safety of Children in University Programs policy for volunteers, student workers, and staff.
• Assist with program recruitment – both volunteer JHU affiliates and PK-12 students from Baltimore City Public Schools (City Schools)
• Manage and support the nomination process and selection committee for the Center’s annual student and staff/faculty awards

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four 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

• Experience with Adobe Acrobat Pro and DocuSign, SAP (hiring and financials), Concur, Word Press, Mailchimp, Asana, GivePulse

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 7.5 hrs daily
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Center for Educational Outreach
Personnel area: Whiting School of Engineering