Sr. Adminstrative Coordinator

Sightline is a multi-year initiative that leverages a cross-disciplinary, inter-entity team and hundreds of stakeholders in selecting and implementing the next ERP software platform for the Johns Hopkins enterprise.

Sightline seeks a seasoned Sr. Administrative Coordinator to provide expert administrative support to the VP Financial and Administrative Systems, the Executive Assistant and to leaders of the project team. The Sr. Administrative Coordinator will have high visibility with Johns Hopkins University and Medicine leaders and collaborators, as well as with high-profile visitors.

The position requires a highly skilled individual who can manage multiple priorities and deadlines while providing a high level of service to the Sightline project. The ideal candidate will have experience coordinating busy executive-level calendars, creating briefing materials, will be committed to the mission of Sightline and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy. The Sr. Administrative Coordinator reports directly to the Executive Assistant.

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 VP Financial and Administrative Systems, as well as other leaders as required.
• 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 designated leadership staff, invited speakers and guests.
• Communicate with JHU, JHHS and external offices and represent the VP Financial and Administrative Systems 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 VP Financial and Administrative Systems and other Sightline leaders for meetings and presentations.
• Proofread, edit and summarize confidential and sensitive information with discretion.
• Anticipate future needs of the VP Financial and Administrative Systems and Executive Assistant, demonstrate responsiveness, critical thinking and sound judgement while thriving in a dynamic organizational environment.
• Make significant contributions to planning, coordination and implementation of meetings and events to ensure that logistical needs are met in a professional, effective, and timely manner.
• 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).
• Process travel expenses and reimbursements for Sightline leadership.
• Provide event day staffing support for convenings, special events and meetings as needed.
• Provide back-up administrative support, as needed.
• Perform other duties as assigned.

Special Knowledge, Skills & Abilities

• Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word and Microsoft Outlook.
• 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 – Max $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri, 8:30am-5pm
Exempt Status: Non-Exempt
Location: Hybrid/Mount Washington Campus
Department name: ​​​​​​​Sightline
Personnel area: University Administration 

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 .

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.