The newly established Sardella Engineering Design Center (SEDC) at the Johns Hopkins University (JHU) invites applications for a Senior Administrative Coordinator who will provide high-level, complex administrative support to the SEDC, and direct administrative support to the SEDC Director and anticipated Associate Director. The Sardella Engineering Design Center (SEDC) will be a schoolwide engineering design center that will serve all departments and educational centers with an ambitious vision: to support student design and project-based work through elevation of current programming and development of new models for multidisciplinary learning and engagement. The Sardella Engineering Design Center will be a place where students, faculty, and staff from all WSE departments will work together in designing, prototyping, testing, and manufacturing engineering solutions to real-world problems. The selected candidate must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative and exercising independent judgment to resolve issues. Must be able to work in a demanding, fast-paced collaborative work environment as part of an exciting support team committed to excellence and customer service. This position will report directly to the SEDC Director. Specific Duties & Responsibilities Administrative Coordination
- Provide comprehensive administrative and project support to the Sardella Engineering Design Center.
- Represent the virtual front desk of the Sardella Engineering Design Center. Open and distribute incoming correspondence.
- Process vendor invoices for payment. Regular use of university online financial system (SAP/Concur) to initiate and complete transactions.
- Support the Center operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request.
- Assist with logging purchases on purchasing card.
- Coordinate travel and travel reimbursements for center leadership.
- Assist in creation of a Center Manual of Operations. Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
- Prepare and distribute communications to the Sardella Engineering Design Center regarding important notices.
- Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
- Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high-level meetings. Record and draft minutes. Monitor and follow up on action items.
- Maintain and organize electronic and paper files. Update Center distribution lists, as needed.
- Stock and keep an inventory of Center supplies. Coordinate the ordering and receiving of all office supplies.
- Administer 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. Ensure accuracy and compliance with approved budget.
- Develop and compile reports. May assist with preparation of presentations.
- Assist with scheduling and logistics for school-wide/faculty/group meetings and invited guests; assemble text and data into documents; produce and distribute documents.
- Assists with other special projects upon request.
Special Events Coordination
- Coordination and planning of all Center events including Design Day, VIP meetings, seminars, and workshops.
- Reserve meeting spaces and venues. Setup zoom links for hybrid events/meetings and manage registration.
- Arrange catering and work with vendors for deliveries and setup. Collect catering license agreements, if applicable.
- Communicate pertinent logistical information with clients and all service providers.
- Coordinate, verify, and finalize services as applicable (i.e., catering, parking, telecommunications, security, building access and outside rentals). Check event spaces to ensure arrangements are in place.
- Meet relevant staff for final event logistics check. Greet external guest speakers upon arrival, as appropriate.
- Provide on-site support prior to and through the close of the event.
- Collect invoices from internal and external service providers for billing, confirm final charges, and post invoices to be processed for payment.
Special Knowledge, Skills, & Abilities
- Demonstrate ability to work independently and as part of a team.
- Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
- Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
- Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
- Excellent writing and verbal communication skills; also, with exceptional attention to detail.
- Strong interpersonal skills and ability to work as part of a team.
- Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
- Applicants for this position may be required to complete skills assessments appropriate to the position description.
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.
* 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
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience) Employee group: Part-time Schedule: 20 hrs/wk, M-F Exempt Status:Non-Exempt Location:Hybrid/Homewood Campus Department name: Academic Affairs Ugrad Personnel area: Whiting School of Engineering
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