Sr. Administrative Coordinator

The Bloomberg Center for Government Excellence at Johns Hopkins University (GovEx or the Center) seeks to hire a Sr. Administrative Coordinator to join our team of government, data, and performance practice experts to support senior government leaders across the United States, Canada, and Latin America to use data to get better results for residents.

The Sr. Administrative Coordinator plays a critical role in our organization to support the mission of GovEx. The Sr. Administrative Coordinator’s primary responsibilities are to provide advanced administrative support to the Executive Director – in the form of efficient and conflict-free calendar management, travel coordination, meeting coordination, travel reimbursements, confidential correspondence, expense processing, and support program and project coordination involving the Executive Director, where necessary. Your secondary responsibilities involve providing administrative support and assistance to the Senior Director for Strategy and Partnerships which may include scheduling meetings, travel arrangements, meeting coordination, expense processing, and support program and project coordination falling within the purview of the Office of Strategy and Partnerships.

Under the supervision of the GovEx Chief of Staff, you may be deployed to assist with and coordinate activities and provide direct administrative support and assistance to support the Center’s daily operations, along with special projects on an as-needed basis across GovEx. Additional duties may include limited support for program and project coordination, reimbursements, travel coordination, calendar scheduling, and back up coverage for other administrative coordinators throughout the Center when required, and other items across the Center as assigned by the GovEx Chief of Staff. You may also support special events preparation and space management support. 

You should possess strong organizational and multitasking abilities, be proficient in office software and communication tools, and have excellent time management skills. Other responsibilities may also include administrative support to other senior leaders as assigned, special events preparation and space management, managing schedules, coordinating meetings and events, maintaining records and databases, and other duties as assigned. Additionally, attention to detail, problem-solving skills, and the ability to work independently and collaboratively are essential traits for success in this role.

Since 2015, GovEx has supported over 10,000 public sector leaders in 37 countries, and over 568 cities, counties, and states by providing coaching and technical assistance; research and analytics; training and capacity building; and human resource support. GovEx is a recognized leader in the provision of public sector training to upskill employees and improve data practices through self-guided courses and instructor-facilitated learning.

GovEx 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 as we promote this work in communities. For more information about GovEx, please visit https://govex.jhu.edu/. 

Specific Duties & Responsibilities

Administrative Support (60%) In this role, you will

• Provide a conflict-free calendar of meetings and appointments for the Executive Director and other members of the Executive Team as assigned.
• Plan and book travel itineraries (transportation, lodging, etc.) for the Executive Director and other members of the Executive Team as needed.
• Process expenses for the Executive Director and other members of the Executive Team as assigned, in a timely manner.
• Coordinate both internal and external meetings including preparing itineraries, booking travel for participants/visitors and ordering business meals.
• Coordinate briefing documents for the Executive Director and other members of the Executive team as assigned.
• Attend and record minutes of Center meetings.
• Prepare and distribute agendas, meeting minutes and reminders for meetings, as assigned.
• Assist in maintaining organization of google drive and other core project management tools utilized by the Center.
• Use various software applications to assemble, manipulate and/or format data and/or reports and presentations.
• Utilize the Internet to search for information.
• Create presentations and reports at the request of the Executive Director.
• Provide calendar management for Centers and maintain/update a complex calendar based on a thorough understanding of priorities, and internal and external relationships.
• Schedule one-on-one, group meetings, conferences calls, training, etc.
• Able to schedule with multiple attendees, monthly and bi-monthly meetings, workgroups, etc. Regularly interact, both by phone and in person, with all levels of executive and support staff, as well as interacting with personnel outside the Hopkins system.
• Maintain the calendar for scheduling of multiple conference rooms and update signages where needed.
• Oversee maintenance and supply materials as directed by the GovEx Chief of Staff.
• Implement new staff hire logistics, i.e., badge, perimeter access, parking, ordering computers, setting up email accounts, etc. in collaboration with the HR and IT teams.
• Operate a personal computer to access email, electronic calendars, and other basic office support software.
• Assume other duties as assigned.

Special Events & Meeting Preparation (40%) In this role, you will

• Schedule catering, set up and clean up for various meetings and events.
• Manage room reservation requests/meeting room calendars on behalf of the Executive Director or for other members of the Center as assigned.
• Facilitate locational issues and physical office logistics.
• Assist staff, as assigned, with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings, etc.
• Coordinate special events such as monthly staff meetings.
• Assist the Executive Director and/or the Chief of Staff with special event planning.
• Assist the Office of the GovEx Chief of Staff with Social & Community Engagement Efforts.
• Assume other duties as assigned

Special Knowledge, Skills, & Abilities

• Ability to collect and synthesize information.
• Strong interpersonal and communication skills, using tact and persuasion as appropriate.
• Use knowledge to conduct effective internet searches.
• Ability to multitask, prioritize, organize, and work closely with leaders and staff across the Center
• High level of independence needed for project execution.
• Sensitivity and confidentiality in navigating the inter-relationship of both people and functions within the Center.
• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
• Ability to work independently with minimal supervision.
• Microsoft Office Suite proficiency required.
• Ability to become proficient in University systems such as SAP.
• Sharp record keeping skills with attention to detail.
• Ability to be flexible and handle additional duties as assigned.

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 preferred.
• Google Suite proficiency preferred.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 – $36.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday – Friday 8:30am -5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Ctrs for Govt Excellence & Public Innova 
Personnel area: Academic and Business Centers