The Sr. Administrative Coordinator will provide high-level administrative support to the Office of the Vice President and General Counsel members. The Sr. Administrative Coordinator will coordinate office services and administration such as purchasing, vendor management, and facilities maintenance requests. This position will also serve as the front-line receptionist for the East Baltimore Team. The candidate must be able to work in a team environment in a fast-paced legal office and maintain a professional demeanor while interacting with clients, outside counsel, and other university members.
As a front-line representative of the Office of the Vice President and General Counsel, the candidate must be committed to responsiveness, customer service, excellence, and teamwork. The Senior Administrative Coordinator will regularly deal with sensitive, privileged, and confidential legal matters. This position requires discretion and exercising considered judgment in all conversations and handling of materials.
Serve as the point of contact and ensures effective communication across the office with Senior Leadership, including the University President, Vice President, Vice Provost team, and Deans,
Coordinate special events hosted by individual attorneys (i.e., high-level meetings with members internally and externally from the University and Health Systems), office retreats, seminars, and travel,
Participate in staff and other special meetings (i.e., Physician Compensation Committee and Working Group meetings),
Assist Executive Assistant / Office Manager in the planning of department meetings and activities,
Regularly review and prepare highly confidential materials, both written and sensitive conversations that require independent judgment and discretion.
Prepare memorandums for signature by the Dean and CEO for Johns Hopkins University for the Contract and Agreements system,
Prepare travel and accommodation arrangements for attorneys and ensures timely travel and expense reimbursements via SAP,
Participate in regular Support Staff meetings and professional development sessions.
Greet and welcome visitors to the office,
Answer a multi-line telephone, screen, and triage callers,
Refer questions and direct calls to the appropriate staff members and offices with efficiency and tact,
Distribute incoming mail for the office,
Responsible for catering orders for meetings,
Order and maintain office supplies,
Work with Facilities and IT departments to arrange service calls and ensure the office is properly maintained and all problems are resolved on time with minimal disruption
Manage multiple calendars with complex scheduling by effectively prioritizing requests for meetings; anticipate future schedule conflicts and initiate prompt resolutions,
Provide backup support for the Homewood office,
Coordinate with JHHS Legal administrative staff within the East Baltimore office for conference rooms, supplies, etc.
Manage responsibility for the consistent use of file management systems. Ensure files are well organized, maintained, and up to date.
Additional duties may be assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
Five (5) years of progressively responsible administrative experience.
Additional education may be substituted for required experience, and additional related experience may substitute for required education to the extent permitted by the JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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. *
Preferred Qualifications
Bachelor's Degree preferred.
Special Knowledge, Skills, and Abilities
Excellent communication skills, both written and verbal, customer service skills
Proven ability to multi-task, prioritize projects, and adhere to deadlines
Strong organizational skills with an attention to detail
Discretion for privileged and confidential information
Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly
Technologically savvy-experience with basic web search, cloud-based document sharing, Zoom, and Teams
Strong computer literacy skills, specifically Microsoft Office (Outlook, Word, PowerPoint, and Excel) and Adobe (Acrobat IX Pro, Reader, FormsCentral), SAP.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $20.02 - $27.51 /Commensurate with Experience Employee group: Full Time Schedule: MTWRF Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10001628-VP and General Counsel Office of Personnel area: Johns Hopkins University
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.
