The Department of Student Affairs is seeking a Senior Administrative Coordinator who will provide a high level of administrative support for the Office of the Vice Provost for Student Affairs (VPSA), specifically supporting the Chief of Staff to the Vice Provost, the Senior Advisor to the Vice Provost, and occasional support of directors reporting to them. The Senior Administrative Coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. The Senior Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. The position will be based in Baltimore (Homewood campus), but will have the ability to work remotely at times.
Specific Duties & Responsibilities:
Provide scheduling and administrative support.
Assist in preparing for travel, meetings, appointments, and events by coordinating, collecting, and providing materials in a timely fashion.
Organize meetings, trainings, and events as required.
Be proactive in identifying and resolving scheduling conflicts.
Serve as part of the administrative team for the office of the Vice Provost for Student Affairs.
Answer phone calls, and assist with coverage and tasks for the suite.
Coordinate complex meetings, prepare and distribute meeting materials and agendas.
Organize supporting materials for meetings.
Take meeting minutes as requested.
Plan, write, edit and manage distribution of letters, memoranda, and other communications including PowerPoint documents.
Draft and/or proofread and copy-edit correspondence requiring leadership's review – ensuring accuracy, clarity, and standardized formatting.
Provide back-up to the executive assistant and other administrative coordinators where additional or supplemental administrative support is needed.
Coordinate travel and itineraries. Prepare travel and accommodation arrangements. Use the Concur system to support travel planning and expense reporting.
Monitor, triage and direct emails and calls that come into the Student Affairs mailbox.
Provide the Chief of Staff with a monthly accounting for the budgets as well as use of the purchasing card.
Process transactions within the SAP system relative to expenses and accounts payable.
Maintain up-to-date knowledge of all aspects of SAP (budget and finance software) that apply to the Chief of Staff and Senior Advisor.
Receive training as necessary to keep abreast of changes and updating of software, including SAP and other software as necessary.
Maintain various departmental listservs; managing and updating memberships as needed on a monthly basis.
Collaborate with executive assistant to the vice provost for student affairs and the other administrative coordinators in the office to maintain file management system for the office including both paper and electronic files.
Provide high quality customer service in partnership with other administrative coordinators in the Office of the Vice Provost for Student Affairs.
Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
Minimum Qualifications (Mandatory):
High School Diploma/GED and three years related experience required.
Bachelor's Degree and five + years' experience preferred.
Experience in higher education or an executive level office is preferred.
Additional education may substitute for 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. *
Special Knowledge, Skills & Abilities:
Must be well-organized and have good time management skills as well as excellent communication and interpersonal skills.
Ability to multi-task in a fast-paced environment and remain focused.
Excellent customer service skills.
Ability to work independently and use discretion and sound judgment in independent decision-making.
Ability to maintain confidentiality and demonstrate professionalism.
Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8:30 am to 5:00 pm Exempt Status: Non-Exempt Location: Homewood Department name: Office of the Vice Provost of Student Affairs Personnel area: Homewood Student Affairs
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.
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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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