Sr. Administrative Coordinator
The Bloomberg Center for Government Excellence (GovEx) at the Centers for Government Excellence and Public Innovation (CGEPI) at Johns Hopkins University seeks a seasoned Sr. Administrative Coordinator to provide expert administrative support to Executive Director for GovEx and members of her executive team, and to manage the Executive Director#s schedule and engagements. The Sr. Administrative Coordinator will have high visibility with university leaders, partners, collaborators and donors, as well as with 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 across CGEPI and beyond, including but not limited to JHU leadership, Leaders at International Philanthropic Organizations, Mayors and Government Leaders, and external stakeholders.
We are seeking a highly skilled Sr. Administrative Coordinator 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 GovEx, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. The Sr. Administrative Coordinator reports directly to the Executive Director and is expected to work in close collaboration with and support the Director of Planning & Operations (GovEx Chief of Staff), other members of the GovEx executive team and other staff. The Centers for Government Excellence and Public Innovation is committed to working with communities that are focused on ending legacies of structural, entrenched racism and oppression. The Sr. Administrative Coordinator must be willing to consider how reimagined government, knowledge, and engagement models may contribute towards the dismantling of these legacies.
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. The university promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans. Johns Hopkins University is a drug-free, smoke-free workplace.
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 GovEx and CGEPI leadership and staff, university leadership, faculty, other staff and external partners and roups.
- 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 & Coordination of Meetings & Events
- The Executive Director oversees the work of GovEx 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 Planning & 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 Planning & 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 the centers.
- Oversee and supervise student administrative workers and junior administrative staff.
- Provide back-up administrative support to the centers, as needed.
- Perform other duties, as assigned.
Special Knowledge, Skills & Abilities
- Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, and Microsoft Outlook.
- 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.
- 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.
- Bachelor’s Degree.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 – Max $36.50 HRLY ($80,000 budgeted; Commensurate with experience)
Employee group: Full Time
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Ctrs for Govt Excellence & Public Innova
Personnel area: Academic and Business Centers
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. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. More information can be found here: 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.
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