Job Information
Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland
Johns Hopkins University’s Human Resources leadership team guides the design, development, and implementation of the HR practices, policies, and programs that help make JHU a world-class institution. We strive to recognize the vital role of staff in the institution and offer robust pathways to professional and personal advancement to support JHU as a national employer of choice.
We are seeking a Sr. Administrative Coordinator (SAC) who will provide administrative support to the senior staff of the central Human Resources function. The SAC is an organized and proactive individual who has an excellent track record of working in a team environment to accomplish departmental and project goals. Responsibilities for the SAC position includes scheduling and managing complex calendars, scheduling meetings, preparing principals for a variety of key meetings, and serving as a liaison between them and other university officials. The SAC has oversight for administrative and confidential aspects of the office and must demonstrate a positive attitude, careful judgment, tact, a high level of discretion, and the ability to work independently. 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
Administrative Support (75%)
Accurately maintain complex calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts and prioritize requests. This includes, but is not limited to,
Coordinating complex meetings, including scheduling, invitations, confirmations, reminders, meeting logistics (including A/V, Zoom, Teams, catering meeting location, conference line availability, etc.)
Provide outstanding customer service to develop and manage relationships with internal HR and external business partners.
Represent the department through effective collaboration with university leadership on behalf of their principals.
Work closely with others to compile, prepare, distribute reports, minutes, and meeting materials and maintain a high level of acuity in the follow-up to important action items.
Ensure that principals are fully and daily prepared for meetings and presentations including confirming meeting details and compiling and preparing briefing/meeting materials.
Proofread, edit and review sensitive and/or confidential documents as directed Ensure that their principals are fully and daily prepared for meetings and presentations including confirming meeting details, and compiling and preparing briefing/meeting materials.
Serve as backup in an administrative team supporting a wide variety of principals in HR.
Regularly interact with all levels of executive and support staff internally.
Contact executives throughout the enterprise needed in transmitting or obtaining information.
Establish and maintain an organized filing system to ensure the expeditious retrieval of information.
Record and distribute messages in an accurate and timely manner.
Accurately make travel arrangements and develop itineraries for in-state and out-of-state travel (meeting registration, transportation, accommodation).
Prepare expense reimbursements, organize receipts, inputting into Concur and track through the approval process.
Maintain filing system for all office expenses (travel and general invoices).
Project and Direct Support of Principals (25% )
Provide support for day-to-day suite responsibilities, including supply management and ordering when necessary.
Work as a team player to ensure effective office management.
Provide support for HR projects, as needed.
Contribute to a team planning events.
Perform other duties as assigned.
Minimum Qualifications
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.
Preferred Qualifications
Bachelor’s Degree strongly preferred.
Experience in a Human Resources environment a plus.
Special Knowledge, Skills, or Abilities
Ability to manage multiple tasks with competing priorities in a fast-paced environment with multiple interruptions.
Strong communication skills, including, verbal, written and interpersonal skills.
Strong organizational skills Must be detail oriented and good with follow-through.
Ability to work independently and in a team; to take initiative and be flexible.
Proficiency with Outlook, Word and Excel a must.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30-5:00
Exempt Status: Non-Exempt
Location: Hybrid/Eastern High Campus
Department name: Center for Staff Life Design
Personnel area: University Administration
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.