Sr. Administrative Coordinator

The Whiting School of Engineering's office of Corporate and Global Partnerships is currently seeking an experienced Sr. Administrative Coordinator to work in a dynamic, fast-paced team environment. This position will assist the Sr. Associate Dean of Corporate and Global Partnerships as well as provide administrative support to Assistant Dean of Marketing and Communications and other team members. This role will report directly to the Sr. Associate Dean of Corporate and Global Partnerships to ensure smooth and efficient functioning for the department as a unit. This position will include extensive internal and external interaction with faculty, staff, alumni, and other guests through phone, e-mail, other written correspondence, and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on Zoom, Teams, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform sensitive, highly detailed, and technical duties, and will require administrative judgment and discretion to maintain high-quality service.

Specific Duties & Responsibilities

Administrative

• Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the Sr Associate Dean and Assistant Dean. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings.
• Provide high-level administrative and project support as requested.
• Schedule and provide guest services for internal and external meetings including campus-wide room reservations and managing catering. Prepare agendas and related materials, attend meetings, take minutes, and monitor follow-ups as requested.
• Triage administrative requests via phone, email, or walk-in. Respond to inquiries independently.
• Assist with coordinating complex projects such as corporate visits or networking events
• Research and assemble materials for presentations and projects.
• Prepare briefings and documents.
• Arrange travel logistics (domestic and international) and reimbursements through SAP and Concur.
• Manage Zoom and Teams platforms for virtual meetings.
• Conduct research and prepare corporate profiles on top corporate relationships. Enter data in Salesforce CRM for the Office of Corporate Engagement and Global partnerships offices.
• Utilize mail merge function to prepare, personalized letters, e-mails, Mailchimp, and phone calls, as appropriate.
• Support OCE social media channels and outreach campaigns.

Meeting and Event Support

• Support special event planning that includes catering and room reservations.
• Manage event registrations and attendee lists.
• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/breakdown, processing of expenses, reimbursements, travel planning, and catering.

Financial

• Create shopping carts, purchase orders, travel reimbursements, and online check requests in SAP.
• Manage travel and business expense reporting for the Sr. Associate Dean, including reconciling the Sr. Associate Dean's JHU Executive Travel Card and OCE corporate credit card.
• Submit invoice payments and set up new vendors in PaymentWorks and SAP.
• Provide support for Pcard allocations and CTBC (travel card) allocations.
• Provide support as a Concur travel delegate for submitting travel reimbursements.
• Process non-travel reimbursements and check requests for members of the OCE team.
• Additional duties as assigned.

Special Knowledge, Skills, and Abilities

• Highly motivated self-starter with the ability to efficiently apply strong planning and project management skills to a range of program and administrative work/situations as needed.
• Experience in administrative support in an office setting including calendaring, drafting business letters, data research, travel arrangements, taking minutes, maintaining filing systems, and working with confidential materials.
• Strong verbal and written communication skills; with the ability to communicate effectively with constituents at all levels.
• Demonstrated organizational skills with proven ability to effectively prioritize workload and be proactive in order to meet deadlines.
• Must be collaborative with excellent interpersonal and customer services skills.
• Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
• Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
• Ability to perform basic Internet and marketing research.
• Ability to work collaboratively as part of a team.
• Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Experience using SAP, Interfolio, Asana and OnBase preferred.
• Excellent computer literacy and resourcefulness: Word, Excel, Outlook, PowerPoint, Teams, SharePoint, OneDrive, PowerBI, Doodle and online research to independently problem-solve.
• Experience in writing and editing professional letters, reports, and documents.
• Experience in a higher education environment preferred.

• 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
FLSA Status:Non-Exempt
Location:Hybrid/Homewood Campus
Department name: Corporate & Global Affairs
Personnel area: Whiting School of Engineering