Sr. Adminstrative Coordinator

Sightline is a multi-year initiative that leverages a cross-disciplinary, inter-entity team and hundreds of stakeholders in selecting and implementing the next ERP software platform for the Johns Hopkins enterprise.

Sightline seeks a seasoned Sr. Administrative Coordinator to provide expert administrative support to the VP Financial and Administrative Systems, the Executive Assistant and to leaders of the project team. The Sr. Administrative Coordinator will have high visibility with Johns Hopkins University and Medicine leaders and collaborators, as well as with high-profile visitors.

The position requires a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to the Sightline project. The ideal candidate will have experience coordinating busy executive-level calendars, creating briefing materials, will be committed to the mission of Sightline and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. The Sr. Administrative Coordinator reports directly to the Executive Assistant.

Specific Duties & Responsibilities

• Executive-Level scheduling.
• Manage scheduling, communications and engagements with various executive leaders throughout the institution.
• Manage conflict-free daily calendars for the VP Financial and Administrative Systems, as well as other leaders as required.
• Schedule internal and external meetings with key stakeholders.
• Independently identify and resolve scheduling conflicts and prioritize meeting requests.
• In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
• Organize virtual and in-person engagements and talks, team meetings, all-staff meetings and sponsored convenings and conferences/seminars.
• Make travel arrangements for designated leadership staff, invited speakers and guests.
• Communicate with JHU, JHHS and external offices and represent the VP Financial and Administrative Systems in scheduling meetings and related activities in a professional and congenial manner.
• Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings, speeches, reports and proposals to prepare the VP Financial and Administrative Systems and other Sightline leaders for meetings and presentations.
• Proofread, edit and summarize confidential and sensitive information with discretion.
• Anticipate future needs of the VP Financial and Administrative Systems and Executive Assistant, demonstrate responsiveness, critical thinking and sound judgement while thriving in a dynamic organizational environment.
• Make significant contributions to planning, coordination and implementation of meetings and events to ensure that logistical needs are met in a professional, effective, and timely manner.
• Greet visitors and special guests and assist them with hospitality needs during their visits (e.g., locating temporary office space, quiet rooms for calls or securing alternative JHU meeting space, as needed).
• Process travel expenses and reimbursements for Sightline leadership.
• Provide event day staffing support for convenings, special events and meetings as needed.
• Provide back-up administrative support, as needed.
• Perform other duties as assigned.

Special Knowledge, Skills & Abilities

• Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word and Microsoft Outlook.
  
• Experience working within large, complex organizations and supporting events and meetings.
  
• Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.
  
• Capacity to work independently and in a results-oriented work environment.

• 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: Mon-Fri, 8:30am-5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Mount Washington Campus 
Department name: ​​​​​​​Sightline  
Personnel area: University Administration 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will foll