We are seeking a Sr. Administrative Coordinator who will provide a high level of administrative support for Hopkins Dining. The senior administrative coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. The senior administrative coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.
Specific Duties & Responsibilities
Provide scheduling and administrative support to the assistant vice provost for dining, the director of culinary innovation, executive director of operation. Assist them in preparing for travel, meetings, appointments, and events by coordinating, collecting, and providing materials in a timely fashion. Organize meetings, trainings, and events as required. Be proactive in identifying and resolving scheduling conflicts.
Serve as primary point of contact for Hopkins Dining. Serve as the front-line representative to students, staff, vendors, and the general public, and screen phone calls, emails as appropriate.
Coordinates complex meetings, sends meeting invitations, prepares and distributes meeting materials and agendas. Organizes supporting materials for meetings.
Plans, writes, edits and manages distribution of letters, memoranda and other communications both internally and externally.
Drafts and/or proof-reads and copy-edit correspondence requiring leadership's review - ensuring accuracy, clarity and standardized formatting.
Develops templates for communication, meeting requests, or other functionally recurring items as needed to standardize workflow.
Assists in organizing monthly all staff Hopkins Dining meetings, coordinates agenda items, room reservations, av requirements and additional support as needed.
Assists with planning, organizing, coordinating travel and managing events.
Process transactions within the SAP system relative to expenses and accounts payable.
Prepare expense reports and provide the AVP and Senior team with a monthly accounting for the budgets as well as use of the purchasing card.
Perform research, benchmarking, and tracking for projects as assigned.
Assists in coordinating results from training and marketing surveys as needed.
Maintain file management system for the office including both paper and electronic files.
Maintain and management of Hopkins Dining's SharePoint site and subsites.
Organize and maintain inventory of supplies needed for the Hopkins Dining offices.
Coordinate parcel deliveries and pickups to ensure an organized and professional office setting.
Maintains organized and professional office setting to create a welcoming office for students, vendors, staff and other guests of Hopkins Dining.
Provide high quality customer service in partnership with other administrative coordinators in Hopkins Dining
Coordinate travel and itineraries. Prepare travel and accommodation arrangements.
Provide back-up to other administrative coordinators.
Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
Contribute to the customer service-oriented atmosphere within the division to assist other functional areas when needed or requested.
Special Knowledge, Skills & Abilities
Must be well-organized and have good time management skills as well as excellent communication and interpersonal skills.
Ability to multi-task in a fast-paced environment and remain focused.
Excellent customer service skills.
Ability to work independently and use discretion and sound judgment in independent decision-making.
Ability to maintain confidentiality and demonstrate professionalism.
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 and additional experience preferred.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($60,000 budgeted; Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday 8:30am to 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Hopkins Dining Personnel area: University Student Services
Total Rewards 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.
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