Job Information
Johns Hopkins University Senior Administrative Coordinator in Baltimore, Maryland
The S enior Administrative Coordinator provides a high level of administrative support and project management for the Office of the Vice Provost for Student Affairs (VPSA), specifically supporting the Associate Vice Provost for Student Living and Community Standards, the Associate Vice Provost for Strategic Student Initiatives, and the Director of Student Affairs Communications and Digital Strategy. Also providing support for the teams that support these divisional leaders.
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.
Student Affairs at Johns Hopkins champions student success and we cultivate a student experience that empowers students to thrive and achieve their dreams. Student Affairs educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. The Student Affairs units include: student success, housing, dining, recreation and athletics, student conduct, student activities, cultural centers, civic engagement, case management, and several administrative functions (communications, professional development, assessment, HR, IT, finance, and facilities).
Essential Responsibilities
Manage the calendars of two associate vice provosts, including meetings, appointments, and events; schedule and organize meetings; ensure AVPs have meeting agendas, presentation materials, etc.; proactively identify and resolve scheduling conflicts.
Coordinate complex meetings, and prepare and distribute meeting materials and agendas. Organize supporting materials for meetings. Take meeting minutes as requested.
Plan, write, edit, and manage the distribution of letters, memoranda, and other communications including PowerPoint documents.
Serve as the greeter for the office of the Vice Provost for Student Affairs. Answer phone calls, respond to emails, and assist with coverage and tasks for the VPSA suite. Provide high-quality customer service in partnership with other administrative coordinators in the Office of the Vice Provost for Student Affairs.
Monitor, triage, and direct emails and calls that come into the Student Affairs mailbox.
Provide backup 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 and process all expenses and reimbursements in the SAP/Concur system.
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 teams being supported.
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.
Work with the AVPs and their teams to plan and implement divisional, departmental, and student events and meetings that may take place during evenings and weekends.
Plan and develop leadership meetings, retreats, and social gatherings.
Provide administrative support during student emergencies and crises. This may require weekend and evening work with little notice.
Collaborate with the executive assistant to the vice provost for student affairs and the other administrative coordinators in the office to organize, manage and oversee electronic office files and documents in Teams and one-drive.
Partner with and support administrative coordinators from across Student Affairs, USS, and other divisions.
Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contact both virtually and in person.
Perform other duties as required.
Special Knowledge, Skills, and Abilities
Must be well organized and have good time management skills as well as excellent communication and interpersonal skills.
Experience with PC operating systems, Microsoft Suite; Outlook calendaring, Excel, PowerPoint, Teams, and Zoom for virtual meetings, project management/tracking programs, electronic filing systems, and budget process systems. Must be comfortable pulling reports from multiple data sources, systems, and databases.
Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
Organizational skills include the ability to manage time effectively, prioritize both short-term and long-term tasks, set goals, and develop systems for achieving those goals.
Ability to multi-task in a fast-paced environment and remain focused.
Excellent customer service skills.
Effective communication skills to communicate to a broad range of employee groups, affiliates, and stakeholders.
Demonstrated capacity to work effectively with people from diverse backgrounds to promote an inclusive campus and community culture.
Ability to work independently and use discretion and sound judgment in independent decision-making.
Ability to maintain confidentiality and demonstrate professionalism.
About JHU
The Johns Hopkins University was America’s first research university, founded for the express purpose of expanding knowledge and putting that knowledge to work for the good of humanity. Today, Johns Hopkins has approximately 6,500 faculty, 6,200 undergraduate students, and 17,600 graduate students across 230-degree programs at the baccalaureate, master’s, and doctoral levels. JHU has multiple campuses in Baltimore and campuses serving graduate students in DC, Italy, and China. Johns Hopkins stands alone among top research universities in its extraordinary commitment of attention and resources to ensuring student success particularly those from first-generation or limited income (FLI) backgrounds, making bold, sustained, and dramatic investments in the student experience over the last 15 years
Student Affairs at JHU
Student Affairs on the Homewood campus is made up of 23 departments ranging from Residential Life, Dining, Athletics and Campus Recreation, to Student Engagement, Student Conduct, Student Transitions and Family Programs, Center for Student Success, Center for Social Concern, and University Student Services administrative units like Human Resources, IT, and Communications.
Student Affairs at Johns Hopkins educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. Our culture is defined by our commitment to the “Aspirations for Student Learning,” which play a critical role in helping us fulfill our mission. We challenge, encourage, and support students to:
Live with curiosity
Deepen self-awareness
Engage in meaningful collaboration
Grow in confidence
Practice responsible leadership
Student Affairs enjoys a close relationship with Academic Affairs at JHU, and with shared responsibility for delivering on one of the University’s highest priorities: ensuring that highly talented students from a wide range of backgrounds, regardless of their ability to pay, thrive during and after their time at JHU. We work closely with our colleagues in Student Health and Well-Being, Academic Affairs, Integrated Learning and Life Design, and the Office of Diversity and Inclusion to ensure students can take full advantage of all that JHU has to offer.
Our team is seeking student-centered, success-oriented professionals who want to make a difference in students’ lives. Ideal candidates in Student Affairs are curious, solution-seeking, have a can-do attitude, and are committed to the dignity and equity of all persons. If you enjoy student-centered work, work focused on building relationships and fostering community, that is rarely the same day-to-day, engaging with both college students and colleagues in-person as well as virtually, and have an entrepreneurial spirit, we want you to join us!
Minimum Qualifications
High School Diploma/GED.
5 years of progressively responsible administrative experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor’s degree preferred.
Experience in higher education or an executive-level office is preferred
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Senior Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon - Fri / 08:30am - 05:00pm (may require weekend and evening work with little notice)
FLSA Status: Non-Exempt
Location: Homewood Campus
Department name: Student Affairs
Personnel area: University Student Services
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.