Sr. Administrative Coordinator

The Office of the Provost is seeking a Sr. Administrative Coordinator who will work at the front desk for the Office of the Provost. This position plays a highly visible role as the primary point of contact for all incoming visitors to the Office of the Provost and the Executive Vice President for Finance and Administration. The Sr. Administrative Coordinator will report to the Sr. Administrative Manager and will provide administrative support to the Chief of Staff to the Provost and the Vice Provost for Institutional Research & Analytics. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills.

Specific Duties & Responsibilities

• Greet and welcome visitors to the Office of the Provost and the Office of the Executive Vice President for Finance and Administration.
• Effectively communicate with all levels of internal and external academic leaders, guests, faculty, and administrators.
• Manage the day-to-day calendar of the Vice Provost for Institutional Research and support the VP with additional administrative responsibilities as requested.
• Manage the day-to-day calendar for the Chief of Staff to the Provost and support the Chief of Staff with additional administrative responsibilities as requested.
• Assist the Sr. Administrative Manager with office support or special projects as needed.
• Primary back up for the Executive Assistant to the Provost. Will provide administrative support to the Provost when the Executive Assistant is on vacation or out of the office.
• Answer a multi-line telephone. Screen, handle and triage all incoming telephone calls, mail, faxes, and voice mails in an efficient and organized manner.
• Respond to general inquiries about Johns Hopkins University, and the Office of the Provost. Direct inquiries for the Office of the Executive Vice President of Finance and Administration to the appropriate staff.
• Maintain office facilities and supplies. Order new supplies as needed. Work with facilities on maintenance issues, call-in work repairs, and manage requests for office equipment.
• Manage the Procurement and Accounts Payable processes and procedures for the Office of the Provost, to include submission of Travel and Expense Reimbursement for the Vice Provost for Institutional Research and Analytics and the Chief of Staff. Will also submit invoice payments for the Provost, Vice Provost for Institutional Research and Analytics and if needed the Chief of Staff.
• Organize and implement special events for the Provost. Responsible for budget approvals, execution of agreements and purchase orders, coordination of invitations, tracking and reporting responses, tracking of budgets, and coordinating logistical matters such as venue selection and catering.
• If needed provide event support, as an events liaison for the office, to other Sr. Administrative Coordinators/Executive Assistants.
• Manage the Provost’s Conference Room including scheduling, AV set up, and support.
• Provide back up support to the Sr. Administrative Coordinators/Executive Assistants in the Office of the Provost on an as needed basis. Particularly for special projects or minimal vacation back up support.
• Perform other clerical duties as requested.

Special Knowledge, Skills, & Abilities

• Interpret office/administrative operating policies and when needed consult with supervisor in the resolution of administrative problems.
• Special events experience.
• Excellent communication skills – both written and verbal.
• Proven ability to multi-task, prioritize projects, and adhere to deadlines.
• Strong organizational skills with an attention to detail.
• Discretion for confidential information.
• Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly.
• Technologically savvy – experience with basic web search, social media, cloud-based document sharing and project management tools.
• Strong computer literacy skills, specifically with Microsoft Office products (Outlook, Word, and PowerPoint).

• 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.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Prov