Job Information
Johns Hopkins University Senior Administrative Coordinator in Baltimore, Maryland
The Bloomberg Center for Public Innovation at Johns Hopkins University (BCPI) seeks a seasoned Senior Administrative Coordinator to provide expert administrative support to BCPI’s Executive Director and members of her executive team and to manage the Executive Director’s schedule and engagements. You will have high visibility with university leaders, partners, donors, and high-profile visitors and will be the Executive Director’s primary point of contact responsible for scheduling engagements and communicating with executives and senior leadership, including but not limited to JHU leadership, leaders at international philanthropic organizations, mayors and government leaders, and other external stakeholders.
The position requires a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to the Executive Director. The ideal candidate will have experience coordinating busy executive-level calendars, creating briefing materials, will be committed to the mission of the Executive Director’s office and BCPI, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. You will report directly to the Executive Director and are expected to work in close collaboration with and support the Director of Strategy & Operations and other members of the BCPI executive team and staff.
The Center is committed to addressing structural and entrenched racism and recognizes the public sector’s role in perpetuating these legacies. We are looking for candidates committed to dismantling structural and entrenched racism and addressing these issues, both as we build a new organization and advance this work in communities.
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 Executive Director.
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 the Executive Director and designated leadership staff, invited speakers, and guests.
Communicate with JHU and external offices and represent the Executive Director 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 Executive Director and her team for meetings and presentations with BCPI leadership and staff, university leadership, faculty, other staff, and external partners and groups.
Proofread, edit, and summarize confidential and sensitive information with discretion.
Facilitate relationships with key external stakeholders, including members of government, the media, philanthropies, and civil society.
Anticipate future needs of the Executive Director, demonstrate responsiveness, critical thinking, and sound judgement while thriving in a dynamic organizational environment.
Planning and Coordination of Meetings and Events
The Executive Director oversees the work of BCPI and teams that routinely host and/or facilitate meetings, events and strategic consultations with key stakeholders and collaborators as a part of their missions.
Make significant contributions to planning, coordination, and implementation of meetings and events, in conjunction with the Director of Strategy & Operations, to ensure that logistical needs are met in a professional, effective, and timely manner.
Draft briefing materials for all meetings so the Executive Director has background on purpose and participants.
Determine participation in meetings based on organizational needs and opportunity, and in consultation with the Executive Director and/or Director of Strategy & Operations.
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).
Respond to inquiries and direct people to the most appropriate staff for assistance.
Assist with the generation, collection, collation, and dissemination of meeting invitations and documents, including meeting notes and summaries.
Participate in staff and planning meetings and capture meeting minutes and follow-up actions.
Process travel expenses and reimbursements for the Executive Director and other designated leadership staff.
Provide event day staffing support for convenings, special events, and meetings as needed in support of the Executive Director and other BCPI staff.
Oversee and supervise student administrative workers and junior administrative staff.
Provide back-up administrative support to the Associate Vice Provost for Public Sector Innovation, Senior Director of Operations and Administration, and GovEx Executive Director, as needed.
Other duties as assigned.
Special Knowledge, Skills & Abilities
Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, and Microsoft Outlook as well as Google Office Apps.
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.
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
- Bachelor's Degree.
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (79,950 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 9am-5:30pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Ctrs for Govt Excellence & Public Innova
Personnel area: Academic and Business Centers
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.