Sr. Administrative Coordinator

Job description

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:

Provide Executive Administrative Support - Manage complex calendars, coordinate meetings, and serve as a professional representative of the Associate Dean and Administrative Manager while exercising sound judgment and discretion.

Prepare Professional Business Documents - Develop high-quality reports, presentations, and spreadsheets using advanced Microsoft PowerPoint and Excel skills with accuracy and attention to detail.

Coordinate Operations and Resolve Issues - Prioritize multiple responsibilities, anticipate needs, and independently resolve administrative challenges in a fast-paced environment.

Support Team and Department Initiatives - Contribute to departmental goals by collaborating with colleagues, adapting to changing priorities, accepting feedback, and assisting wherever needed.

Demonstrate Professionalism and Initiative - Exhibit a strong work ethic, positive attitude, sound judgment, resourcefulness, and professional communication while representing department leadership.

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 schooldiploma/graduation equivalent, to the extent permitted by the JHU equivalency formula

Preferred Qualifications

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

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

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title):Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: Minimum: $42,510 - Maximum: $73,710 (targeted salary: $65,000; commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday. 8:30am - 5pm

FLSA Status:Non-Exempt

Location:Mount Washington Campus

Department name: -Development and Alumni Relations

Personnel area: Whiting School of Engineering

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Who can apply

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