Job DescriptionJohns Hopkins University Student Health and Well-Being is seeking a Senior Administrative Coordinator who will support leadership and team operations across three functional areas with University-wide scope – Student Well-Being (SWB), University Student Disability Services (SDS) and Johns Hopkins Student Assistance Program (JHSAP). This role will provide department leaders with support around calendaring, scheduling, travel assistance (Concur) and special projects. The Senior Administrative Coordinator will also support departmental functions including event planning, communications assistance, budget, invoice and purchasing responsibilities, along with SAP transaction processing.
The Senior 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. This individual will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.
Specific Duties & Responsibilities:
Scheduling & Calendaring:
Maintain Outlook calendars and scheduling for the Executive Director, SDS; Executive Director, SWB; and Clinical Manager, JHSAP
Work with JHU Events staff and calendaring software to schedule larger university-wide meetings and events
Event Planning & Facilitation:
Assisting with planning departmental outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.)
Coordinating team retreats, professional development events, and continuing education
Note-Taking & File-Management:
Maintaining shared drive and Microsoft Teams site, including updating templates and other documents at the direction of department leadership
Taking minutes at regular team and other department meetings and posting them to Microsoft Teams Site
General department support duties such as filing, faxing, copying, mail, ordering supplies, etc.
Supporting routine financial functions, including processing travel reimbursements, expense reports, data entry, and procurement card transactions
Provide department leaders with monthly budget accounting and reconciliation
Process department employee transactions in SAP financial software
Post positions in Smile, hire and process timesheets for Graduate Assistant and Proctors (SDS)
Main point of contact with IT and LAN administrator
Provide back-up assistance when needed to SHWB Executive Assistant and other SHWB department AC’s
Performing other administrative duties, as assigned
Provide back-up support to department leaders around creation, proofing and distribution of communication vehicles
Support USS Communications department where appropriate communication documents and campaigns require additional support
Maintain various departmental listservs; managing and updating memberships as needed on a monthly basis
Minimum Qualifications (Mandatory):
High School Diploma/GED and five years related experience required.
Bachelor’s degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula*
Handles both routine and confidential information in an appropriate, respectful manner
Must be reliable and able to function well in a cooperative team setting