Sr. Administrative Coordinator

The newly established Sardella Engineering Design Center (SEDC) at the Johns Hopkins University (JHU) invites applications for a Senior Administrative Coordinator who will provide high-level, complex administrative support to the SEDC, and direct administrative support to the SEDC Director and anticipated Associate Director. The Sardella Engineering Design Center (SEDC) will be a schoolwide engineering design center that will serve all departments and educational centers with an ambitious vision: to support student design and project-based work through elevation of current programming and development of new models for multidisciplinary learning and engagement. The Sardella Engineering Design Center will be a place where students, faculty, and staff from all WSE departments will work together in designing, prototyping, testing, and manufacturing engineering solutions to real-world problems.

The selected candidate must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative and exercising independent judgment to resolve issues. Must be able to work in a demanding, fast-paced collaborative work environment as part of an exciting support team committed to excellence and customer service. This position will report directly to the SEDC Director.

Specific Duties & Responsibilities

Administrative Coordination

• Provide comprehensive administrative and project support to the Sardella Engineering Design Center.
• Represent the virtual front desk of the Sardella Engineering Design Center. Open and distribute incoming correspondence.
  
• Process vendor invoices for payment. Regular use of university online financial system (SAP/Concur) to initiate and complete transactions.
  
• Support the Center operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request.
  
• Assist with logging purchases on purchasing card.
  
• Coordinate travel and travel reimbursements for center leadership.
  
• Assist in creation of a Center Manual of Operations. Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
  
• Prepare and distribute communications to the Sardella Engineering Design Center regarding important notices.
  
• Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
  
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high-level meetings. Record and draft minutes. Monitor and follow up on action items.
  
• Maintain and organize electronic and paper files. Update Center distribution lists, as needed.
  
• Stock and keep an inventory of Center supplies. Coordinate the ordering and receiving of all office supplies.
  
• Administer the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. Ensure accuracy and compliance with approved budget.
  
• Develop and compile reports. May assist with preparation of presentations.
  
• Assist with scheduling and logistics for school-wide/faculty/group meetings and invited guests; assemble text and data into documents; produce and distribute documents.
  
• Assists with other special projects upon request.
  

Special Events Coordination

• Coordination and planning of all Center events including Design Day, VIP meetings, seminars, and workshops.
• Reserve meeting spaces and venues. Setup zoom links for hybrid events/meetings and manage registration.
  
• Arrange catering and work with vendors for deliveries and setup. Collect catering license agreements, if applicable.
  
• Communicate pertinent logistical information with clients and all service providers.
  
• Coordinate, verify, and finalize services as applicable (i.e., catering, parking, telecommunications, security, building access and outside rentals). Check event spaces to ensure arrangements are in place.
  
• Meet relevant staff for final event logistics check. Greet external guest speakers upon arrival, as appropriate.
  
• Provide on-site support prior to and through the close of the event.
  
• Collect invoices from internal and external service providers for billing, confirm final charges, and post invoices to be processed for payment.
  

Special Knowledge, Skills, & Abilities

• Demonstrate ability to work independently and as part of a team.
• Excellent organizational skills, analytical and problem-solving abilities, and attention