Job Information
Johns Hopkins University Board Operations Coordinator (The Board of Trustees Office) - #Staff in Baltimore, Maryland
The Board of Trustees Office is seeking an enthusiastic and motivated Board Operations Coordinator to join a dynamic team that supports the University’s Board of Trustees and the Senior Vice President and Secretary of the Board. This role offers the opportunity to work in a fast-paced, high-volume environment, providing project management and high-level administrative support.
Reporting to the Assistant Secretary, this position handles meaningful, often confidential work that requires demonstration of sound judgement, strong attention to detail, and the ability to take initiative with little guidance and work effectively with senior leaders across the university, as well as external constituents. This position is well-suited for recent graduates interested in higher education administration, non-profit leadership, public service, or organization management, and offers exposure to university governance, institutional decision-making, and the inner workings of one of the world’s leading research institutions.
This role will provide administrative support and performs general office management duties necessary in the efficient operation of an office or program. This position may provide support in fiscal and budget management for the assigned area and also provides 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:
Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership (e.g., President, Provost, Vice Presidents, Vice Provosts, Deans, Directors) along with their respective staff members.
Assist with other activities of the Board of Trustees Office, including: - Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events- Monitoring and collecting information for archival purposes- Implementing Board meetings (this may require out-of-state venues)- Drafting letters and other correspondence
Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems (reconciliation of office financial transactions and resolution of other financial issues related to the office and its members)
Handle projects, that includes preparing the compilation and distribution of certain Board meeting materials and assisting in the annual publication and online updates of the Trustee Handbook
In addition to the duties described above, the Board Operations Coordinator may:
Plan, support, and organize daily activities of the office 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 their 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 staff 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.
Identify and resolve administration 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 assure efficiency in general office operations; interpret and communicate operating policies
Develop and compile reports. May assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
May perform some 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 department/office events/functions.
Other duties as assigned.
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.
Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
Must have a level of good judgment as well as problem-solving and critical thinking ability.
Must be able to work well at a fast pace.
A positive attitude, flexibility, and an eagerness to collaborate with others.
An unerring sense of professionalism.
On call or non-standard work hour requirements
- Some evening and weekend work.
Technical Skills and Expected Level of Proficiency
Calendar Management - Intermediate
Event Coordination - Intermediate
Financial Administration - Intermediate
Interpersonal Skills - Intermediate
Meeting Coordination - Intermediate
Office Procedures - Intermediate
Oral and Written Communications - Intermediate
Organizational Skills - Intermediate
Project Management - Developing
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: Sr. Administrative Coordinator
Job Posting Title (Working Title): Board Operations Coordinator (The Board of Trustees Office)
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm
FLSA Status: Non-Exempt
Location: Homewood Campus
Department name: Sec to the Board of Trustees Office
Personnel area: University Administration
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.