Sr. Administrative Coordinator

Job ID: Sr. Administrative Coordinator, Whiting School of Engineering, Development and Alumni Relations

About the role

The Sr. Administrative Coordinator provides administrative support and performs 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 project support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders. The role requires significant collaboration and coordination with others.

Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Provide complex administrative, project, and calendar support to leadership (e.g., Dean, Associate Dean, Department Chair, 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 budget projections and development.
• Represent department management in appropriate circumstances within the scope of the position’s responsibility.
• Independently develop and manage complex administrative projects (e.g., databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agendas, 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 general office services (e.g., payroll, purchasing, records control, office moves/renovations, repairs, and maintenance).
• 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 and conferences; coordinate preparation, setup, and logistics for department/office events.
• Perform non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Provide executive administrative support, including managing complex calendars, coordinating meetings, and serving as a professional representative of leadership while exercising sound judgment and discretion.
• Prepare professional business documents using advanced Microsoft PowerPoint and Excel skills with accuracy and attention to detail.
• Prioritize multiple responsibilities, anticipate needs, and independently resolve administrative challenges in a fast-paced environment.
• Support team and department initiatives by collaborating with colleagues, adapting to changing priorities, accepting feedback, and assisting wherever needed.
• Demonstrate professionalism and initiative, exhibiting a strong work ethic, positive attitude, sound judgment, resourcefulness, and professional communication while representing department leadership.

Requirements

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

Skills

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Technical Skills:
  • Calendar Management: Intermediate
  • Event Coordination: Intermediate
  • Financial Administration: Intermediate
  • Interpersonal Skills: Intermediate
  • Meeting Coordination: Intermediate
  • Office Procedures: Intermediate
  • Oral and Written Communications: Intermediate
  • Organizational Skills: Intermediate
  • Project Management: Developing
  • Report Writing: Intermediate

Pay

Starting salary range: $42,510 – $73,710 (targeted salary: $65,000; commensurate with experience).

Schedule

Monday – Friday, 8:30 AM – 5:00 PM.