Sr. Administrative Coordinator

The Office of Diversity and Inclusion at Johns Hopkins University is excited to accept applications for the role of Sr. Administrative Coordinator. This position will provide high-level administrative support for the Office of Diversity and Inclusion while reporting directly to the Assistant Vice Provost for Diversity and Inclusion/Deputy Chief Diversity Officer. The Senior Administrative Coordinator will also provide administrative support for the Executive Director of Inclusive Excellence, Education, and Development as well as the Senior Manager of Strategic Initiatives. This position will be a value-added colleague within the office, as such, we seek a colleague who can support our efforts in furthering JHU’s commitment to creating an environment where all individuals are valued and have a sense of belonging, as outlined in the https://diversity.jhu.edu/assets/uploads/sites/11/2021/12/SecondJHURoadmap.pdf. Duties of this role include meeting preparation, meeting scheduling – including complex institution-wide gatherings, helping to coordinate the logistics of university-wide initiatives, and other tasks related to office support.

The successful candidate will be an individual who: is committed to helping JHU realize its promise as     outlined https://diversity.jhu.edu/assets/uploads/sites/11/2021/12/SecondJHURoadmap.pdf, passionate about helping others, demonstrates careful judgement, can maintain a high level of confidentiality, is able to work independently, and is able to prioritize multiple deadlines. Additionally, our colleague will need to be an effective collaborator, an effective communicator, have the capability to anticipate future needs, and be willing to take initiative.

Specific Duties & Responsibilities

Scheduling, Coordinating, and Communicating

• Accurately maintain complex calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts and prioritize requests for the Assistant Vice Provost, the Executive Director, and the Senior Manager.
• Provide additional calendaring and schedule coordination across ODI.
• Maintain a high degree of organization and proactive communication, keeping the AVP abreast of changes and high-level concerns, as necessary, throughout the week.
• Work closely with ODI team members to compile, prepare, distribute reports, minutes, and meeting materials.
• Work with JHU colleagues across the institution to share or obtain information related to ODI strategy, Roadmap implementation, and other priorities.

Event Management and Collaboration

• Independently organize and host events (both virtually and in person) from conception to implementation, including sending invitations, managing RSVPs and event materials, and supporting virtual and in-person administration.
• Coordinate travel arrangements and lodging for visiting scholars and speakers.
• Contribute to large-scale events (e.g., scheduling, reserving rooms and A/V support, ordering catering, tracking attendance, and preparing and distributing materials.), including those hosted by the DLC, IEED, Strategic Initiatives, Faculty Diversity, Finance & Administration, Student Affairs, and academic divisions.
• Collaborate with Diversity Deans, Strategic Initiatives, and other campus partners to develop and maintain a campus-wide systemic approach DEI programming.
• Maintain a high standard of excellence at events, ensuring inclusive experiences by coordinating accessibility and dietary needs.

Financial Duties

• Manage travel arrangements for the full ODI team (e.g., meeting registration, transportation, lodging, etc.).
• Prepare expense spreadsheets, organize receipts, and input information into JHU’s financial accounting system.
• Serve as 1 of 2 purchasing card holders for ODI to help process ordering supplies for IEED, Faculty Diversity, Roadmap requested support, President’s office support, and DLC events.
• Generate, submit, and track the following: shopping cart orders, travel, travel/non-travel reimbursements, P-Card ordering, P-Card allocation (collect & match receipts to credit card statements), P-Card reports (notify account holders for receipts needed), inventory and purchasing of office and kitchen supplies, setting-up new vendors in SAP, ordering parking passes, and maintain electronic filing system for ease of retrieval.

ODI Operations

• Provide back-up support for other administrative office staff.
• Mana