The Office of Research is seeking a Sr. Administrative Coordinator to join a growing team of high-level professionals who provide superior administrative support for the Bloomberg Distinguished Professorships (BDP) program. This position will support recruitment efforts for BDPs that will be affiliated with the Data Science and AI Institute centered in the Whiting School of Engineering. This institute will expand a strategic area of interdisciplinary research that will position Johns Hopkins to make meaningful discoveries related to data science, machine learning and AI.
The ideal candidate can manage multiple priorities and deadlines while providing a high level of service for the faculty co-leads that are recruiting BDP candidates. They will have experience coordinating complex faculty calendars and creating briefing materials, are willing to commit to the mission of the BDP program and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy.
The Sr. Administrative Coordinator will report to the Sr. Administrative Manager and is expected to work in close collaboration with other Sr. Administrative Coordinators on the BDP Central Administration Team (BCAT). The primary role of this position is to ensure smooth operation of their assigned clusters by administratively supporting the needs of highly productive faculty.
Given the very public nature of the BDP program and its importance to university leadership, this position requires a motivated professional with a strong interest and expertise in administrative support functions. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills. Someone who is inquisitive and would enjoy finding synergies between the BDPs to foster strong collaborations would contribute immensely to this role.
While this position is classified as remote, the expectation is that the Sr. Administrative Coordinator lives within a reasonable distance to attend and support on-campus activities as needed for special events, meetings, or other in-person responsibilities.
Specific Duties & Responsibilities
- Serve as the primary administrative point of contact for the clusters, the BDP candidates, and the BDP faculty.
- Serve as the central resource for BDP faculty members and clusters ensuring that both the home department and BDP office are aware of ongoing activities and initiatives.
- Effectively manage faculty calendars, resolve scheduling conflicts, and anticipate upcoming events and deadlines.
- Monitor shared email accounts; triaging and responding as appropriate in a timely manner.
- Prepare, organize, and disseminate meeting materials, such as agendas and background information, and document meeting minutes and action items.
- Maintain an electronic filing system on the shared drive of meeting agendas, itineraries, articles, presentations, and other related documents for each BDP and cluster on the shared drive in the appropriate location.
- Coordinate domestic and international travel for the Clusters, BDP Candidates, and BDP Faculty, including booking accommodations and managing travel itineraries.
- Organize meetings, including virtual, on-campus, and off-campus events; coordinate logistics, catering, and technical requirements.
- Ensure smooth execution of meetings by managing schedules, sending reminders, and confirming all logistics in advance.
- Support planning and coordination of BDP, cluster, and activities.
- Proofread, edit, and summarize confidential and sensitive information with discretion.
- Track and monitor expenditures, assist with budget management, and ensure that financial transactions comply with Johns Hopkins University policies.
- Review and prepare expense reports and reimbursements, ensuring adherence to JHU finance policies.
- Support the coordination of funding requests, onboarding processes, purchases, and budget allocation to appropriate accounts.
- Manage and maintain program/BDP budget for projects, onboarding, purchases, reimbursements, etc., and properly allocate those to the appropriate funds.
- Track and assist in budget and expense monitoring of all financial transactions. Verify accuracy, completeness, and compliance of charges.
- Coordination with JHU IT to ensure that all materials, software, and equipment are available when needed.
- Keep the staff in the BDP’s home department informed to ensure they are aware of the latest happenings with the BDP(s) linked to them.
- Anticipate future needs of the cluster and leadership, demonstrate responsiveness, critical thinking, and sound judgment while thriving in a dynamic organizational environment.
- Ability to work with flexibility on several tasks simultaneously while meeting various concurrent deadlines.
- Serve as a liaison with JHU IT to ensure that BDPs and clusters have the necessary technical tools and resources.
- Assist with special projects.
- Perform other duties as assigned.
Special Knowledge, Skills & Abilities
- Advanced knowledge of office software applications, including Microsoft Excel, Word, PowerPoint, Outlook, and Adobe.
- Familiarity with current JHU finance practices, trends, and policies.
- Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
- Strong verbal and written communication skills and ability to handle confidential information.
- Strong communication and interpersonal skills, and ability to work as part of a team.
- Ability to work independently and use direction and sound judgment in independent decision-making.
- Ability to maintain confidentiality and demonstrate professionalism.
- Applicants for this position may be required to complete skills assessments that are appropriate to the position description.
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.
- While this position is classified as remote, the Sr. Administrative Coordinator must reside within a reasonable distance to attend and support on-campus activities, including special events, meetings, and other in-person responsibilities as needed.
Preferred Qualifications- Bachelor’s Degree and at least five years’ experience preferred.
- Experience in higher education or an executive-level office is preferred.
- Experience in project management, including coordinating complex projects with multiple stakeholders.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 -$29.00 HRLY ($56,000 Targeted; Commensurate with Experience)
Employee group: Full Time
Schedule: Monday-Friday; 8:30 AM-5:00 PM
Exempt Status: Non-Exempt
Location: Remote
Department name: Vice Provost Research Office of
Personnel area: University Administration
