The Senior Administrative Coordinator serves an important role within the Dean of Student Life Office. This position provides a high level of support to the Dean of Student Life and the Deputy Dean of Student Life and serves as the main administrative contact for the Office of the Dean of Student Life. This includes administrative support, project and special event coordination, and communications with students, campus partners, and university leadership, and oversight of office student workers.
This role includes a considerable degree of independent action and frequent interaction with internal and external constituencies. This position requires consummate skills in diplomacy, discretion and confidentiality.
The successful candidate will have demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.
Essential Administrative Functions:
Serve as primary point of contact for the Office of the Dean of Student Life. Serve as the front-line representative to students, staff, vendors, and the general public, screen all phone calls for the Dean and Deputy. Ensure the office is at optimal operational capacity.
Schedule all appointments including internal and external meetings, speaking engagements, events, etc for the Dean and Deputy. 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.
Oversee the student worker program within the office including training, monitoring and approving schedules, assigning work, and ensuring work completion.
Coordinate travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
Resolve administrative issues and problems that arise throughout the course of the day.
Other duties as assigned.
Essential Communication Functions:
Ensure that the Dean and Deputy are 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.
Work independently to process, triage, and track incoming email to the Dean of Student Life account. Ensure email is correctly acknowledged and tracked in a timely manner and that all issues are appropriately vetted and addressed.
Serve as the main contact for the Dean of Student Life and Student Life social media presence. Includes managing access points, working with the Dean on postings, responding to inquiries, and escalating concerns.
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 Dean, in partnership with the Dean.
Draft and/or proof-read and copy-edit correspondence requiring leadership’s review - ensuring accuracy, clarity and standardized formatting.
Other duties as assigned.
Essential Special Event & Project Coordination Functions:
Work with the Dean on determining special student-focused events to be held by the Dean throughout the year. Work independently to coordinate event logistics ensuring all aspects of the event are managed. Work with Administrative Manager and/or Accounting Specialist to ensure events are within budget.
Assist in administering periodic staff meetings by helping to organize an agenda, sending out advance notifications, as well as reminders, copying and distributing materials.
Serve as the point of contact for annual projects such as the ‘Think About It’ module required for all incoming students.
Other duties as assigned.
High School Diploma/GED required. Bachelor’s preferred.
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.
Five years progressively responsible administrative support with experience working on a wide variety of special projects and special assignments required.
Administrative experience within student affairs preferred.
Special Knowledge, Skills and Abilities:
The incumbent must be able to work efficiently, effectively and professionally in a fast-paced environment interacting with senior level executives and officials.
Excellent verbal and written communication skills and ability to handle confidential information.
Strong organizational skills and facility with spreadsheets.
Knowledge and experience with business and financial processing, such as expense reimbursements, payment of invoices, are also critical skills needed in the successful candidate.
Extensive experience with office technologies and databases including MS Word, Excel, and PowerPoint. Must be an independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001403-Student Life Personnel area: Homewood Student Affairs
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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