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

• Bachelor's Degree.

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

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.