Sr. Administrative Coordinator (Office of Diversity, Equity & Inclusion)

We are seeking a Sr. Administrative Coordinator who 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.

The Sr. Administrative Coordinator for Incident Support Services (ISS) is responsible for assisting with the documentation, tracking, and categorization of incidents reported by students, faculty, and staff. This includes regularly updating records to document the progress, interventions, resolutions, and evolving needs of incidents, thereby maintaining a comprehensive tracking system. The role assists with the creation of accurate and current summaries and reports to maximize impact and outcomes and support the development of resources that promote a positive campus climate and culture, fostering a vibrant and inclusive learning and working environment that meets all needs.

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

• Assist with the development of administrative processes and workflows to ensure accurate and up-to-date records, in addition to updating, monitoring, and assessing the effectiveness of the ISS tracking process, and provide recommendations for areas for improvement.
• Assist with documentation, recordkeeping and communication of action steps, interventions, and individualized plans for addressing concerns, and consolidate notes and organize information to ensure compliance with documentation standards and confidentiality requirements.
• Assist in the preparation of summaries and reports of incident category, progress, and outcomes, and identify any barriers or challenges encountered to maximize impact and outcomes and inform the development of additional resources, services, and support systems that enhance the climate and culture at Peabody.
• Provide administrative support to the Assistant Dean and the Incident Support Team in navigating potential complexities related to incident resolution (e.g., scheduling, timely correspondence, and notification/updating protocols, etc.) and respond promptly and effectively to urgent matters while collaborating to provide appropriate resources.
• Collaborate and liaise with individuals across the institution to ensure seamless service delivery and coordinated resources and provide administrative support to foster a collaborative and equitable approach to resolution.

Knowledge, Skills & Abilities

• Excellent verbal and written communication and interpersonal skills.
• Proficient in documentation and record-keeping, strong organizational and time management.
• Knowledge of relevant confidentiality and ethical guidelines.

• 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 schooldiploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Prior experience in case management and knowledge of case management principles, assessment tools, and intervention strategies.
• Strong understanding of the importance of a positive learning and working environment.

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
• 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

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($28.87 targeted; Commensurate w/exp.)
Employee group: Part-time
Schedule: 20 hours per week
FLSA Status:Non-Exempt
Location: Hybrid/Peabody Institute
Department name: Office of Diversity, Equity & Inclusion
Personnel area: Peabody