Sr. Administrative Coordinator

We are seeking aSr. Administrative Coordinator in the Office of the Vice Provost for Research will play a pivotal role in supporting the Bloomberg Distinguished Professorships (BDP) program by providing dedicated administrative support to Bloomberg Distinguished Professors (BDPs) and the BDP Clusters. This position is essential in ensuring seamless operations and efficiency as BDPs advance their strategic and research initiatives while also supporting interdisciplinary collaboration within faculty clusters, which bring together multiple BDPs and junior faculty to drive research aligned with Johns Hopkins University's strategic priorities.

Reporting to the Assistant Director of BCAT Administration, the Sr. Administrative Coordinator will work closely with other administrative professionals on the BDP Central Administration Team (BCAT) to ensure the smooth operation of both individual BDPs and clusters. This includes managing complex faculty calendars, coordinating meetings, preparing briefing materials, and supporting faculty cluster co-leads engaged in BDP recruitment and research efforts. The position will also provide high-level administrative support for faculty and affiliated scholars, fostering collaboration and operational efficiency across interdisciplinary teams.

This role requires a highly motivated, detail-oriented professional with strong organizational and interpersonal skills. The ideal candidate will be proactive, adaptable, and capable of managing multiple priorities while maintaining a high level of professionalism, discretion, and diplomacy. They should be skilled at building relationships across departments and identifying opportunities to enhance collaboration among BDPs and their research networks. Given the high-profile nature of the BDP program and its significance to university leadership, this role demands responsiveness, efficiency, and a strong commitment to administrative excellence.

While this position is classified as remote, the ideal candidate should reside within a reasonable distance of Johns Hopkins University to provide on-campus support as needed for events, meetings, and other responsibilities.

This is an exciting opportunity to be part of a dynamic, growing team dedicated to supporting world-class faculty and transformative research initiatives at Johns Hopkins University.

Specific Duties & Responsibilities

• Serve as the primary administrative point of contact for select clusters, BDP candidates, and active BDPs.
• Act as a central resource for BDPs and clusters, ensuring coordination between the home department and the BDP office on ongoing activities and initiatives.
• Manage complex faculty calendars, and resolve scheduling conflicts, in anticipation of key events and expected deadlines.
• Monitor shared email accounts, triaging and responding in a timely and appropriate manner.
• Prepare, organize, and distribute meeting materials such as agendas, background documents, and action items, while documenting and tracking meeting minutes.
• Maintain an electronic filing system on the shared drive, ensuring that meeting agendas, itineraries, articles, presentations, and other documents are properly organized and accessible.
• Coordinate domestic and international travel for potential BDP candidates and active BDPs, including booking accommodations and managing itineraries.
• Organize virtual, on-campus, and off-campus meetings and events, coordinating logistics, catering, and technical requirements.
• Ensure smooth execution of meetings by managing schedules, sending reminders, and confirming logistics in advance.
• Support planning and coordination of active BDP and Cluster activities, ensuring effective communication and execution.
• Proofread, edit, and summarize confidential and sensitive information with discretion.
• Process invoices and reimbursements and track expenditures ensuring payment is completed.
• Review and reconcile procurement card and travel card expense reports, verifying accuracy and adherence to university financial policies.
• Partner with the BCAT Grants team to ensure expenses for projects, onboarding, purchases, and reimbursements are allocated to the correct account.
• Ensure documentation for expenses related to cluster collaboration funds, BDP recruitment, and active BDP research programs (charged to startup and/or endowment accounts) are electronically filed appropriately for reconciliation.
• Coordinate with JHU IT and JHU Audiovisual Services to ensure that all necessary materials, software, and equipment are available for BDPs and cluster activities
• Keep BDP home department staff informed of relevant updates to ensure alignment with the broader BDP program.
• Anticipate the needs of BDPs and cluster leadership, demonstrating responsiveness, critical thinking, and sound judgment in a dynamic environment.
• Work with flexibility on multiple tasks simultaneously, meeting concurrent deadlines efficiently.
• Support and contribute to special projects related to administrative operations, BDP program-related initiatives, event planning, and strategic program development as needed.
• Perform other administrative duties as assigned.

Special Knowledge, Skills, and Abilities

• Proficiency in office software applications, including Microsoft Excel, Word, PowerPoint, Outlook, and Adobe.
• Knowledge of or ability to learn JHU finance practices, policies, and administrative systems.
• Excellent organizational, analytical, and problem-solving skills with a strong attention to detail.
• Exceptional verbal and written communication skills, with the ability to handle confidential information with discretion.
• Strong interpersonal skills, with the ability to work collaboratively as part of a team while also functioning independently.
• Demonstrated ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
• Sound judgment and decision-making skills, with the ability to take initiative and implement new processes effectively.
• Ability to maintain confidentiality and demonstrate professionalism in all interactions.

• 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.

• Bachelor's Degree with at least five years of relevant work in administration, higher education, or a related field.
• Background in higher education or an executive-level office environment.
• Proficiency with SAP at JHU, including financial transactions, reporting, and administrative processes.
• Strong project management skills, particularly in coordinating complex projects with multiple stakeholders.

Classified Title: Sr. Administrative Coordinator
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 37.5 hours/week
FLSA Status:Non-Exempt
Location: Remote
Department name: Vice Provost Research Office of
Personnel area: University Administration