We are seeking a Business Projects Coordinator who will be a vital member of the administrative and project support team for the Office of Strategy Management (OSM) at Whiting School of Engineering. OSM oversees strategic planning and performance management, strategic initiatives, and strategic relationships for the School of Engineering in a dynamic and fast-paced environment.
Reporting to the Director of the Office of Strategy Management, the Business Projects Coordinator is responsible for ensuring that assigned projects and administrative matters are handled promptly, accurately, and professionally. Proactive, detail-oriented and organized, this individual will track progress and coordinate the next steps related to office management activities. This self-starter will be able to anticipate and support the needs of team members, prioritize effectively, take an energetic approach to work assignments, and demonstrate the ability to work independently and as part of a team.
As a professional representative of the Office of Strategy Management, the Business Projects Coordinator will communicate regularly and interact effectively with senior leadership and their respective staff. The successful candidate will be able to identify key stakeholders and facilitate exploratory conversations. This individual will be able to thrive in the challenge of developing relationships and credibility with colleagues across the organization.
Specific Duties & Responsibilities
Project Coordination Support (60%)
Develop spreadsheets or other tracking tools, and update websites and data sources.
Create critical documents and communications products for internal and external audiences, including materials developed directly for the Dean and other senior leaders.
Coordinate meetings, work groups, and/or cross-functional task forces for assigned projects.
Track key performance indicators for strategic partnerships and report statuses to leadership.
Monitor key results and liaise with stakeholders about status to ensure timely project success.
Maintain all files and data entry for assigned projects.
Update websites and data sources and record all information in tracking systems, including SharePoint, Salesforce, MS Teams, Asana, and various other software platforms.
Assist in developing the appropriate contractual vehicle (MOU, Letter of Intent, Contract).
Administrative Coordination Support (40%)
Represent the Office of Strategy Management by providing outstanding customer service and developing and managing relationships with internal and external partners.
Significant calendaring including focus on scheduling and prioritizing meetings and resolve scheduling conflicts for assigned leaders. Coordinate complex meetings for assigned leaders, including scheduling, invitations, confirmations, reminders, and meeting logistics (e.g., location, A/V needs, catering, etc.).
Work closely with others to compile, prepare, and distribute meeting materials.
Accurately and efficiently process transactions to help facilitate vendor coordination, contract coordination, invoice coordination, shopping cart/purchase order-related requests, etc.
Maintain filing and reporting system for office expenses, including travel expenses, Procurement card (P-card), and general invoices.
Receive and triage incoming correspondence and assist with appropriate follow-up - process and log outgoing correspondence and signed documents and contracts, as requested.
Scan office materials and/or process paperwork. Maintain the consistent use of office file management systems to ensure record retention and the expeditious retrieval of information.
Perform additional duties as assigned by the supervisor.
Special Knowledge, Skills, & Abilities
Ability to anticipate the needs of assigned principal(s) and use discretion and sound judgment in independent decision-making.
Ability to manage multiple tasks and process transactions quickly with high accuracy in a fast-paced environment with numerous interruptions.
Strong organizational skills; acutely detail-oriented and excellent with follow-through.
Strong communication skills, including verbal, written and interpersonal skills.
Ability to work independently and collaboratively as a part of a team; to take initiative and be flexible.
Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.
Proficiency with Outlook, Zoom, and Word, required.
Experience with SAP, Adobe, Microsoft Teams, Microsoft SharePoint, and Asana preferred.
Previous experience in higher education with solid customer service skills is a plus.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's Degree and 3 years of experience preferred.
Experience in higher education or an executive-level office supporting academic, business, research and/or development operations is preferred.
Experience adding information to SharePoint websites and WordPress websites preferred.
Classified Title: Sr. Administrative Coordinator Working Title: Business Projects Coordinator
Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40-$28.00 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Mon.-Fri. / 8:30 AM - 5:00 PM Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Office of the Dean Personnel area: Whiting School of Engineering
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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 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.
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