The Johns Hopkins Carey Business School Office of Global Marketing and Communications is seeking a professional, highly organized and collaborative Senior Administrative Coordinator who will be instrumental in ensuring that the Office runs smoothly through the efficient management of administrative and operational functions. With an emphasis on administrative management for the Associate Dean and Staff of the Office of Global Marketing and Communications (MarComm), they will also be responsible for managing the department's budget including monthly reporting, expense tracking and reporting, department invoices, and reimbursements.

Specific Duties & Responsibilities

Associate Dean Administrative Management (40%)

• Manages calendaring for the Associate Dean for all internal and external meetings, invitations, and events, including determining scheduling priorities, proactively prevent conflicts, maximize efficiencies, and tactfully resolving scheduling conflicts. Coordination of meetings is highly complex with a high volume of meetings.
• Prepares leadership for meetings including agendas, pre-read documents, identifies and tracks needed follow-up, etc. Assistance with planning. virtual meetings and events including managing attendee list and setting up zoom links.
• Identifies, researches, and gathers information and proposes recommendations to improve efficiency, identify new initiatives, and creative problem-solving support for Associate Dean and the MarComm department.
• Creates PowerPoint presentations or word or excel documents that visually appealing, proofed and then distributes, prints, and/or scans documents as needed.
• Provides note taking, note translation and distribution support.
• Maintains electronic filing system to include filing, retrieval, storage, coding, updating, and destructions of e-files.
• Answers general telephone line and handles general communications inquiries.
• Works very closely with Carey Administrators from the Dean's office to ensure quick turnaround of projects, changes to schedules, and communications to senior leaders.

Financial Management (35%)

• Leads financial management of MarComm's seven-figure budget including reporting and making independent recommendations to MarComm's Associate Dean and Directors, and Finance Department's management:
• Meets with directors regularly to review spending, forecast, and to ensure the department's budget is being spent as allocated
• Meets with Associate Dean regularly and makes recommendations as to where the team should spend and what items may need to be cut
• Writes and maintains a Marketing Finance Operations Manual/Guide to ensure all aspects of department budgeting is covered
• Manages and responds to the Carey.Marketing.Invoice email account on behalf of the team
• Provides day-to-day budget management to include expense tracking, reporting, processing invoices, and reimbursement scanning, and collecting.
• Renews departmental subscriptions and memberships.

MarComm Team Administrative Management (25%)

• Assists MarComm directors and managers as needed with ad hoc projects.
  
• Manages the Carey.Brand email account and responds on behalf of the team to ensure all brand standards are being followed across the school.
  
• Operates and manages MS Teams and Zoom accounts including scheduling meetings, hosting meetings, using advanced features like breakout rooms and polls, and maintaining all files and channels the MarComm team owns.
  
• In collaboration with MarComm department staff, plans all team trainings and celebratory events.
  
• Serves as the first primary point of contact for department.
  
• Works autonomously to provide trouble-shooting and problem-solving assistance and make recommendations as appropriate.
  
• Maintains departmental calendar to include event notices, meetings, and other reminders.
  
• Creates weekly staff meeting agenda(s) and collects/distributes materials.

Special Knowledge, Skills & Abilities

• Ability to work autonomously, problem-solve, and provide MarComm Associate Dean and MarComm Directors recommendations on projects, and respond quickly to changing needs and to balance competing responsibilities.
• Enthusiastically and proactively handles duties.
• Experience with managing department budgets, reporting and making recommendations.
• Prior invoice and reimbursement experience.
• Excellent interpersonal, collaborative and customer service skills to build working relationships across the school and university.
• Thrives in collaborative settings and proactively interacting with multiple internal and external individuals and teams.
• Must be able to build trust with members of team and those school-wide.
• Excellent verbal and written communication skills; with the ability to communicate effectively at all organizational levels, and to draft logical and well-written correspondence.
• High degree of professionalism.
• Must be capable of handling highly confidential matters.
• Excellent attention to detail and highly organized with strong analytical, problem-solving, and critical thinking skills.
• Excellent meeting planning and logistics management skills.
• Knowledge of office administration, record keeping systems, effective scheduling, and administrative support services.
• Advanced MS Office Suite skills including Word, Excel, and PowerPoint and strong ability to create visually appealing presentations.
• Strong ability to prioritize and handle multiple priorities at the same time.

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 strongly preferred.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00 HRLY
Employee group: Full Time
Schedule: Monday-Friday 8:30-5:00, occasional overtime may be required
Exempt Status: Non-Exempt
Location: Hybrid/JH at Harbor East
Department name: Marketing & Communications
Personnel area: Carey Business School

The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Information pertaining to JHU's staff benefits can be found on our website: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
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Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Note: Job Postings are updated daily and remain online until filled.

To apply, visit https://jobs.jhu.edu/job/Baltimore-Sr_-Administrative-Coordinator-MD-21202/972847800/

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