Sr. Administrative Coordinator

We are seeking an Sr. Administrative Coordinator to provide a high level of administrative support for the Office of Student Outreach and Support and the Senior Director. This role includes a considerable degree of independent action and frequent interaction with internal and external constituencies. This position requires consummate skills in diplomacy, discretion, and confidentiality.

This position provides a high level of support to the Sr. Director of Student Outreach and Support while serving as the main administrative contact for the Office of Student Outreach and Support. This includes administrative and budget support, project and special event coordination, and communications with students, campus partners, and university leadership, and oversight of office student workers.

Student Outreach & Support provides support and resources to students who may be struggling with academic, financial, interpersonal issues, or mental health/physical health concerns. This position must be comfortable interacting with students and families on this level.

The Sr. Administrative Coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. The Sr. Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. The incumbent will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.

Specific Duties & Responsibilities

Essential Administrative Functions

• This position manages the front office operations in the AMR II Ground Level Annex suite. The operations include the triage of sensitive student/staff issues, staffing of waiting area, phone, and conference room, supplying office inventory, budget transactions, J-card/key/listserv management, and other special projects as needed.
• Serve as the approver for various transactions (e.g. journal transfers, purchase orders, vendor setup, invoices, online check requests, travel and expense reimbursements, petty cash vouchers, non-payroll cost transfers, cash deposits ensuring deadlines are met).
• Serve as the primary point of contact for the Office of Student Outreach and Support. Serve as the front-line representative to students, staff, vendors, families, and the general public; screen all phone calls for the Sr. Director and other staff.
• Schedule all appointments including internal and external meetings, speaking engagements, events, etc. for the Sr. Director, based on special knowledge and understanding of initiatives, goals and objectives of the office, independently resolve scheduling conflicts, prioritize requests, confirm and track event and meeting details.
• Oversee any student worker within the office. May include training, monitoring and approving schedules and payroll, assigning work, and ensuring work completion.
• Makes travel and accommodation arrangements and prepares expense and travel reports, for both staff and approved emergency fund use for students.
• Resolve administrative issues and problems that arise throughout the course of the day.
• Administer department P-Card program. Allocate expenses against budgets, review and research documentation, default transactions and process expense transfers. Serve as back-up P-Card approver to USS Financial Analyst as appropriate.
• Attend and participate in monthly Student Affairs Admin Meetings, sharing financial updates to Sr. Director.
• Perform other duties as assigned.

Essential Communication Functions

• Ensure that the Sr. Director is fully prepared for meetings and appearances, including compiling and preparing materials, confirming meeting details and expectations. Prepare and/or review briefings. Conduct internet-based and other research to prepare for meetings.
• Maintains professional relationships with a wide range of contacts. Internal: FTE, Directors, Deans, Vice Presidents, President, Trustees, faculty, and other staff. External: students, parents and families, vendors.
• Work independently to process, triage, and track incoming email to the studentoutreach@jhu.edu accounts. Ensure email is correctly acknowledged and tracked in a timely manner and that all issues are appropriately vetted and addressed.
• Makes travel and accommodation arrangements and prepares expense and travel reports, for staff. Maintains various departmental listservs; managing and updating memberships as needed on a monthly basis.
• Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
• Commu