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Senior Administrative Coordinator

BCPI | Executive Practice, Jobs, Jobs - Open

Job Req ID:  112575

The Bloomberg Center for Public Innovation at Johns Hopkins University (BCPI) seeks a seasoned Senior Administrative Coordinator to provide expert administrative support to BCPI’s Executive Director and members of her executive team and to manage the Executive Director’s schedule and engagements. You will have high visibility with university leaders, partners, donors, and 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, including but not limited to JHU leadership, leaders at international philanthropic organizations, mayors and government leaders, and other external stakeholders.

The position requires a highly skilled individual 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 BCPI, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. You will report directly to the Executive Director and are expected to work in close collaboration with and support the Director of Strategy & Operations and other members of the BCPI executive team and staff.

The Center is committed to working with communities that are focused on ending legacies of structural, entrenched racism and oppression. You must be willing to think about reimagined government, knowledge, and engagement models through the lens of dismantling these legacies.

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 BCPI leadership and staff, university leadership, faculty, other staff, and external partners and groups.
    • 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 and Coordination of Meetings and Events
    • The Executive Director oversees the work of BCPI 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 Strategy & 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 Strategy & 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 other BCPI staff.
    • Oversee and supervise student administrative workers and junior administrative staff.
    • Provide back-up administrative support to the Associate Vice Provost for Public Sector Innovation, Senior Director of Operations and Administration, and GovEx Executive Director, as needed.
    • Other duties as assigned.

Special Knowledge, Skills & Abilities

    • Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, and Microsoft Outlook as well as Google Office Apps.
    • 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.

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.

 

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 – Max $36.50 HRLY
Employee group: Full Time
Schedule: Monday -Friday 9am-5:30pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​Ctrs for Govt Excellence & Public Innova
Personnel area: Academic and Business Centers

 

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.

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

 

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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

 

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:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

 

Hybrid: On-site 1-2 days a week

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