Administrative Coordinator, Office of the Sr. VP Development & Alumni Relations

General Summary:

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities:

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor, and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs, and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Conducts discovery work for the Leadership Fellows group (i.e., confirms and validates their employment/personal moves).
• Maintains all trustee giving reports and contacts.
• Other duties as assigned.

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management: Intermediate
• Electronic Office Tools: Intermediate
• Event Coordination: Intermediate
• Financial Administration: Intermediate
• Meeting Coordination: Intermediate
• Office Procedures: Intermediate
• Oral and Written Communications: Intermediate
• Organizational Skills: Intermediate
• Report Writing: Intermediate
• The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator, Office of the Sr. VP Development & Alumni Relations   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $23 HRLY ($23,920 targeted annual salary) 
Employee group: Casual / On Call 
Schedule: Monday - Friday, 8:30am- 5pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus 
Department name: 10001630-Sr. VP Development & Alumni Relations 
Personnel area: University Administration