Sr. Administrative Coordinator (Office of the Vice Provost for Research)

Sr. Administrative Coordinator

We seek a Sr. Administrative Coordinator to provide broad administrative and operational support for major research programs at Johns Hopkins University. This is an exciting opportunity to support high-impact, university-wide research efforts at one of the world's leading research institutions.

Responsibilities include providing administrative and operational support across program operations, meetings and events, award mechanisms, communications, and staff coordination. This position will initially report to the Assistant Director of Strategic Initiatives in the Office of the Vice Provost for Research and will work closely with program leadership, staff, and university partners to support daily operations and key priorities. The ideal candidate will be highly organized, proactive, detail-oriented, and adaptable, with strong judgment, professionalism, discretion, and communication skills.

While this position is considered remote, the ideal candidate should be local to Baltimore/DC for required in-person presentations, meetings, and events.

Specific duties and responsibilities include:

• 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:

• Maintain shared inboxes, files, trackers, and administrative systems to support efficient operations and information management.
• Coordinate logistics for virtual, on-campus, and off-site meetings and events, including materials, space, catering, and technology.
• Support internal communications and assist in the preparation, formatting, and distribution of administrative materials.
• Track deadlines, deliverables, and follow-up items across workstreams to ensure timely execution of priorities.
• Provide administrative and operational support with special projects 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 with 5+ years of relevant administrative or operational experience, preferably in a higher education, research, or a similarly complex environment.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams, Adobe Acrobat).
• Excellent communication and interpersonal skills with the ability to work independently and collaboratively, handle sensitive information, solve problems proactively, and quickly learn administrative, financial, and operational systems.
• Demonstrated ability to coordinate meetings, events, travel, financial processes, and administrative workflows across multiple stakeholders in fast-paced, evolving settings.
• Strong experience supporting cross-functional initiatives, familiarity with university systems (e.g., SAP), and experience supporting institutes, centers, or programs.