We are seeking an Administrative Coordinator in the School of Medicine Central Finance Office to provide administrative support to the executive leadership team. This is an important and highly visible role responsible for calendar management and oversight and coordination of administrative work. The Administrative Coordinator is an organized and proactive individual who will be effective working in a team environment to accomplish departmental and project goals.

Specific Duties & Responsibilities

• Manage calendars including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants and may require urgent or immediate turnaround.
• Ensure that principals are fully and daily prepared for meetings and presentations including confirming meeting details and compiling and preparing briefing/meeting materials.
• Coordinate meetings, including scheduling, invitations, confirmations, reminders, agenda and other materials, and meeting logistics (including A/V, Zoom, Teams, catering meeting location, conference line availability, etc.).
• Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and follow up with deadlines, drafts, reminders.
• Anticipate and problem-solve issues that will affect the leadership team. This work is performed daily and requires flexibility and an understanding of potential shifting priorities.
• Manage domestic and international travel arrangements and itineraries for the team as needed.
• Plan travel and keep expenses within budget constraints with a fiscal responsibility to reduce costs where possible.
• Monitor, track, and report all expenditures per JHU and departmental policies.
• Inform and remind responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Act as the first point-of-contact for administrative needs within assigned area.
• Assist with P-card reconciliations.
• Serve on various working groups and committees as needed, providing high-level support.
• Prepare expense reimbursements, organize receipts, input into Concur and track through the approval process.
• Order supplies, materials, and equipment as needed.
• Process invoices for the office using SAP financial management system.
• Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed.
• Provide back-up coverage within the department when other administrative staff are out of the office due to extended leave (FML, vacation, etc.) or other circumstances.
• Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
• Maintain a high degree of customer service excellence in a highly confidential environment.
• Other duties as assigned.

Reporting Relationship

• This position reports to the Director of Special Projects in the Financial Planning and Analysis leadership team and may be assigned tasks by the manager on occasion.
• This position will be highly accountable to the needs of their assigned senior leaders.

Special Knowledge, Skills, & Abilities

• Customer service oriented.
• Professional, autonomous, proactive, organized, able to balance competing tasks and priorities.
• Self-motivated, focused, positive attitude, flexible, professional, and proactive.
• Ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters in an appropriate manner.
• Ability to take initiative and be proactive on workload and meet deadlines.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Strong organizational skills and meticulous attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Microsoft Teams, and Zoom.

Physical Requirements 

• Sitting in a normal seated position for extended periods of time.

• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.

• Occasionally lifting, carrying objects weighing 10lbs. or less.

• Occasionally pushing, pulling objects weighing 30lbs. or less.

• High School Diploma or graduation equivalent.
  

• Three years related experience.
  

• Knowledge of software, including Microsoft Word and Excel.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator  
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($54,080 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri, 8.30am-5.00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Finance FP&A  
Personnel area: School of Medicine