The University Communications office seeks a Sr. Administrative Coordinatorwho 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 (email@example.com) 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.
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.
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