The Office of the Dean seeks a Senior Administrative Coordinator who will be responsible for providing high-level administrative and project support to senior staff members within the Deans Office; i.e., vice deans, assistant/associate deans, special advisor to the dean, director of special projects. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.
Specific Duties & Responsibilities:
Administrative Support (45%)
Provide heavy calendar coordination for assigned principal(s) and collaborate with stakeholders under their purview.
Prepare written and e-mail correspondence for review and distribution.
Manage and deliver information of a sensitive and confidential nature.
Coordinate travel arrangements.
Create and maintain e-filing system(s); open/screen mail; etc.
Project Support (40%)
Participate in project meetings, making important contributions to discussions.
Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects.
Collaborate among various areas under assigned span of control to recommend policy and procedural changes, improve operations, and increase organizational efficiency.
Provide special project support to the deanery as needed.
Develop spreadsheets or other tracking tools, update websites and data sources.
Financial Support (10%)
Reconcile and process complicated travel expenses, travel card charges, reimbursements, invoices, honoraria and payments.
Ensure expenses are properly documented, allocated, recorded, filed and reconciled.
Special Events Support (5%)
Plan meetings, conferences, symposia, etc.
Assist with special event planning and coordination.
Minimum Qualifications (Mandatory):
High School Diploma/GED 5 years of progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula.
Bachelor's Degree and 7 to 9 years of experience preferred.
Experience in higher education or an executive level office in support of academic, business, research and/or development operations preferred.
Project management experience highly preferred.
Special Knowledge, Skills & Abilities:
Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe).
Must be very organized and able to work independently and proactively with minimal supervision.
Requires excellent oral, written and interpersonal communication skills and a good understanding of internal relationships.
Requires the ability to research, gather and analyze data, compiling information and drafting correspondence, presentations, and reports.
Excellent time management skills and the ability to work well under pressure while handling multiple, shifting and competing priorities.
Ability to anticipate the needs of assigned principal(s) and use discretion and sound judgment in independent decision-making.
Ability to maintain confidentiality and professionalism.
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 the 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 Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 - $27.27/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: Homewood Campus Department name: Dean Office of Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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