Career Center

The University Communications office seeks a Sr. Administrative Coordinator who will be responsible for providing high-level of administrative support to the Assistant Vice President (AVP) of Integrated Marketing and Brand Management (IMBM) and provide some administrative support to the IMBM team. The Sr. Administrative Coordinator is an important and visible role, communicating and interacting with senior leadership offices (including, but not limited to, the President's Office, Office of the Provost and Deans Office). This individual will also serve as the first point of contact for visitors to the office. This position will report to and work closely with the Executive Assistant to ensure efficient daily operations for the University Communications office. The successful candidate will be able to collaborate, communicate effectively, prioritize multiple tasks, take a proactive approach to work assignments, and take initiative.

Specific Duties & Responsibilities

80% administrative support to the AVP of Integrated Marketing and Brand Management

• Responsible for independently managing a conflict-free calendar for the AVP by organizing high-level meetings, prioritizing requests, anticipating schedule conflicts, and taking initiative to resolve conflicts in a timely manner.
• Ensure AVP is fully prepared for meetings and events, including preparing meeting materials, confirming meeting details and expectations.
• Anticipate future needs of the AVP, demonstrate responsiveness, critical thinking and sound judgement while thriving in a dynamic organizational environment.
• Make travel arrangements for the AVP and submit travel expense reimbursements in Concur.
• Coordinate interview scheduling and logistics in collaboration with HR
• Participate in staff and planning meetings and capture meeting minutes and follow up actions.
• Coordinates mid-year and annual reviews for AVP's direct reports.
• Assist with the distribution of swag/ collateral materials to appropriate internal/external entities.

10% - Administrative Support for the IMBM team

• Perform account payable functions (online payment requests, PO's) and keep records of payments through the SAP system.
• Responsible for processing hiring all independent contractors for the IMBM team.
• Use Payment Works to add new vendors and independent consultants in SAP.
• Ensure completeness and accuracy of all independent contractor's agreements.
• Process payments for vendors/ independent contractor's invoices by using SAP online payment requests or via purchasing shopping carts.
• Track all payments to ensure independent contractors are paid in a timely manner.
• Assist with special events for the office.

10% - Front Desk Administrative Support

• Greets and directs all visitors entering the office.
• Notify building security regarding visitors.
• Monitor the department email (jhcommunications@jhu.edu) service account on a daily basis and respond to general inquires in a timely manner.
• Answer main department telephone, screens callers, takes messages or refers questions to the appropriate staff.
• Sort and distribute incoming mail.
• Organize and maintain departmental common spaces (breakroom, copier area and storage area)
• Manage regular and special office supplies including inventory and ordering through SAP Shopping Cart.
• Provide back up support to the Sr Admin Coordinator/Executive Assistant
• Other duties as assigned.

Special Knowledge, Skills, & Abilities

• Proficiency in Outlook, Word and Excel.
• Strong organizational, interpersonal ad customer service skills.
• Detail oriented.
• Ability to work independently and in a team; to take initiative and be flexible.
• Highly developed organizational skills with the ability to multi-task.
• Excellent interpersonal, verbal and written communication skills.
• Experience with SAP and Concur.

• 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.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday / 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/JH at Keswick 
Department name: ​​​​​​​University Communications  
Personnel area: University Administration 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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