Sr. Adminstrative Coordinator

We are seeking a Sr. Administrative Coordinator who will play a critical role in supporting the newly formed Taskforce on the Arts at Johns Hopkins University. This taskforce aims to develop a university-wide strategic vision for the arts, elevating the visibility of the arts as a core strength and essential component of our global institution. Reporting to the Arts Initiative Administrator in the Provost’s Office, the Sr. Administrative Coordinator will provide expert administrative support to the Senior Advisor to the Provost for the Arts, and to taskforce leadership and committee members.

The Sr. Administrative Coordinator is proactive, anticipates future needs of the Senior Advisor and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment. Administrative responsibilities include, but are not limited to, scheduling appointments and travel, coordinating all taskforce meetings, providing taskforce materials, reconciling travel expense reporting, providing reports, maintaining confidential information, and other administrative tasks. The Sr. Administrative Coordinator serves in an important and visible role, communicating and interacting with senior leadership throughout the institution, and important external clients.

Specific Duties & Responsibilities

• Support meetings of the Taskforce for the Arts, subcommittees, and taskforce leadership by scheduling, sending materials/communication, follow-up minutes, finding locations, assisting with agendas/materials, and coordinating any necessary catering.
• Maintain a conflict-free calendar of meetings, appointments, and travel plans for the Senior Advisor, ensuring efficient use of their time. Arrange all aspects of travel, including airfare, hotel, rental car, and scheduled meetings. Partner with senior administrative coordinators of taskforce leadership to coordinate travel plans.
• Provide project management and administrative support, including phone support, document writing/editing and management, agenda creation, presentation material preparation, coordination, and distribution.
• Develop plans, define and communicate alternatives, and make recommendations for appropriate courses of action based on understanding desired outcomes and expectations.
• Support the Arts Initiative Administrator in creating taskforce reports for institutional leadership.
• Develop taskforce agendas and related materials.
• Plan and coordinate special events, catering for taskforce meetings, luncheons, retreats, receptions, donor events, and salon dinners as needed.
• Serve as a representative and correspondent for the Senior Advisor, liaising with the Provost's Office, development/alumni teams, donors, and volunteers. Authorized to make certain independent decisions on behalf of the Senior Advisor.
• Use the SAP financial system and concur or any future systems connected to finance and travel to manage transactions.
• Process receipts and coordinate payment process for external vendors. Properly document all charges and account for all receipts.
• Maintain confidentiality, professionalism, and sound professional relationships.

Special Knowledge, Skills, & Abilities

• Demonstrated excellent communication skills.
  
• Ability to perform within time constraints with the highest degree of accuracy, effectiveness and diplomacy.
  
• Must possess exceptional organizational skills with a high functioning attention to detail.
  
• Ability to make independent decisions using careful judgement and action in order to determine priorities.
  
• Maintain a high degree of professionalism and confidentiality.
  
• Ability to work effectively both independently and as a member of a team.
  
• Must possess strong interpersonal and customer service skills.
  
• Willingness to travel domestically for the purpose of the taskforce, as needed.
  
• Must be able to sit for eight hours.
  
• Must be able to lift 25 pounds.

Minimum Qualifications

• 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.

Preferred Qualifications

• Creativity and curiosity are highly appreciated.

 

 

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