The Senior Administrative Coordinator will provide high-level administrative and project/issue tracking support to the Senior Director of Design & Construction within the Johns Hopkins Facilities and Real Estate (JHFRE) department in support of a major capital project program; The major capital program includes high-priority projects in Baltimore and Washington DC. The successful candidate will have demonstrated experience working in a fast-paced, executive environment. Attention to detail and experience dealing with complex, multi-variable issues are required as are consummate skills in diplomacy, discretion, and confidentiality. The Sr. Administrative Coordinator plays a critical role whose contributions to a team-based and cross-trained environment will advance the goals of the Senior Director and the program team.
Essential Administrative Job Functions:
Serve as a primary point of contact for the program and team. Serve as the front-line representative to vendors and contractors and the general public, screening all phone calls for the Senior Director.
Working closely with the Senior Director, process and triage incoming email for the Senior Director. Ensure email is correctly acknowledged and tracked in a timely manner and that all issues are appropriately vetted and addressed.
Schedule all appointments including internal and external meetings, speaking engagements, events, etc. Based on special knowledge and understanding of initiatives, goals and objectives of the office, independently resolve scheduling conflicts, prioritize requests, confirm and track event and meeting details.
Draft and/or proof-read and copy-edit correspondence requiring leadership's review - ensuring accuracy, clarity and standardized formatting.
Coordinate travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
Process expenditures (including travel) for payment, reconcile accounts, and monitor expenses within budgetary framework.
Resolve administrative issues and problems that arise throughout the course of the day.
Team with other administrative staff within Facilities & Real Estate, providing guidance, planning, problem solving, back up, and other related collaborative issues.
Other duties as assigned for Facilities & Real Estate.
Essential Executive Support Job Functions:
Ensure that the Senior Director is fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations. Prepare and/or review briefings. Conduct internet-based and other research to prepare for meetings (e.g., providing biographies or information about individuals or organizations).
Coordinates complex meetings, prepares and distributes meeting materials and agendas. Organizes supporting materials for meetings in box.com or other e-tool.
Plan, write, edit and manage distribution of letters, memoranda and other communications from the Senior Director, in partnership with the Senior Director.
Record-keeping: Maintains electronic and hard copy files for the program and organizes records in a manner that supports university policies on records retention.
Assist in administering periodic staff meetings by helping to organize an agenda, sending out advance notifications, as well as reminders, copying and distributing materials.
Prepare materials and detailed presentations in a readily usable and easily understood format to support key projects and other work undertaken by the Senior Director. This requires initiative in learning and understanding the priorities for the Senior Director as well as all of JHFRE.
Special Knowledge, Skills, and Abilities:
A demonstrated attention to detail and organizational skills are critical as the successful candidate will be required to track and/or manage multiple short term and long term projects and priorities simultaneously while maintaining a high degree of accuracy.
Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals and groups across the JH institutions and with external constituents.
Exchange and coordinate information using tact, accuracy, clarity and persuasion. Strong verbal and written communication skills are essential. Responsible for the execution and completion of special projects and assignments.
Fluency in use of diverse software applications, such as spreadsheets and graphics packages to assemble, manipulate and/or format data and reports. Expert skill level in Microsoft Office applications including Word, Outlook, PowerPoint, and Excel. SAP preferred, but not required. Skilled in online research.
High School Diploma/GED required. Bachelor's preferred.
Five years progressively responsible administrative support with experience working on a wide variety of special projects and special assignments required. Administrative experience in the facilities industry preferred.
Additional education may be substituted for required experience to the extent permitted by the JHU equivalency formula.
Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
Must be able to remain in a stationary position for extended periods of time.
Ability to operate a computer and other equipment on a frequent basis.
Ability to frequently communicate with coworkers.
Ability to move about.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F 7.5 Exempt Status: Non-Exempt Location: 45-MD:JH at Keswick Department name: 10001606-Design & Construction Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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