Administrative Coordinator (Academic Affairs)
Required skills
- Administrative Coordinator
- Academic Affairs
- office management
- payroll
- purchasing
- records control
- office moves
- repairs and maintenance
- expense reports
- invoices
Role summary
Seeking an Administrative Coordinator for Academic Affairs to provide essential administrative support and manage general office operations. This role involves planning and organizing daily activities, managing calendars, coordinating meetings and logistics, preparing meeting materials, and taking minutes. Responsibilities also include coordinating office services like payroll and purchasing, resolving administrative issues, analyzing and improving processes, and assisting with financial tasks and event planning. The position requires strong organizational skills, proficiency in Microsoft Office, and the ability to manage multiple tasks efficiently in a hybrid work environment.
We are seeking an Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. 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.
- Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
- Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting 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 contact with internal and external service providers.
- Identify and resolve administrative problems and issues.
- Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
- Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
- Develop and compile reports.
- Assist with the preparation of presentations.
- Assist with planning special events/functions, including workshops, conferences, etc.
- Perform non-routine and confidential administrative functions, as needed.
- Coordinate work assignments of students and/or temporary office support, as needed.
- Coordinate preparation, set up and logistics for events/functions.
- Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
- Other duties as assigned.
Minimum Qualifications
- High school diploma or graduation equivalent.
- Two years of related experience.
- Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Technical Skills & Expected Level of Proficiency
- Calendar Management - Intermediate
- Electronic Office Tools - Intermediate
- Event Coordination - Intermediate
- Financial Administration - Intermediate
- Meeting Coordination - Intermediate
- Office Procedures - Intermediate
- Oral and Written Communication -: Intermediate
- Organizational Skills - Intermediate
- Report Writing - Intermediate
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.65 - $34.75 HRLY ($66,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
FLSA Status: Non-Exempt
Location: Hybrid/School of Nursing
Department name: Academic Affairs
Personnel area: School of Nursing
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