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The Whiting School of Engineering's Department of Chemical and Biomolecular Engineering is seeking a Sr. Administrative Coordinator to provide high-level executive support to the Director of Rosetta Commons and the Chief of Staff and manage operations for the Rosetta Commons community, ensuring effective and timely cross-institutional coordination.
The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.
Specific Duties & Responsibilities
- Plan, support, and organize daily activities of the office, unit or program.
- Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
- Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
- Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
- May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
- Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
- Coordinate purchasing processes; process various department bills and reconcile accounts.
- Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
- Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
- May serve as the liaison or office contact with facilities or other service providers.
- Identify and resolve administrative problems and issues.
- Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
- Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
- Develop and produce reports.
- Assist with preparation of presentations.
- Assist with planning special events/functions, including workshops, conferences, etc.
- Coordinate preparation, set up and logistics for department/office events/functions.
- May perform some non-routine and confidential administrative functions.
- Coordinate work assignments of students and/or temporary office support, as needed.
- Other duties as assigned.
In addition to the duties described above
- Manage and triage the director’s inbox by organizing and screening incoming communications, prioritizing urgent matters, and ensuring time-sensitive messages receive a response within 48 hours.
- Manage and maintain the laboratory website, ensuring accurate and up-to-date information on lab members, publications, theses, patents, and related content, while also maintaining the director’s curriculum vitae (Word format) and online professional profiles, including Google Scholar, myNCBI, and LinkedIn.
- Collaborate with administrative and operational staff across the organization to coordinate meetings and events, including reserving venues, ordering catering, and supporting event logistics as needed.
- Coordinate and secure housing accommodations for summer interns across multiple locations.
- Plan staff, trainee, and faculty retreats and support workshops and conferences.
Minimum Qualifications
- High school diploma or graduation equivalent.
- Four years of related experience.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s Degree in a related field.
- Experience working in multi-institution or collaborative environments.
- 5+ years of relevant experience providing executive, administrative, financial, or operational support in an academic, research, nonprofit, or similarly complex organization.
- Experience with Concur, SAP, paying invoices, purchasing cards, reimbursements, and vendor setup
Technical qualifications and specialized certifications
- Proficient with shared office platforms like OneDrive, Teams, Zoom and Google Drive.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Casual / On Call
Schedule: M-F, 20 hrs weekly
FLSA Status: Non-Exempt
Location: Remote
Department name: Dept of Chemical and Biomolecular Engrg
Personnel area: Whiting School of Engineering
