Senior Administrative Coordinator

The China and the World Institute at Johns Hopkins University's School of Advanced International Studies (the Institute) seeks to hire a Sr. Administrative Coordinator to join our team to bring greater rigor and reason to public and policy discussions on China, bringing experts and practitioners together to generate new knowledge, strategic insights, and informed dialogue.

The Sr. Administrative Coordinator plays a critical role in our organization to support the mission of the Institute. The Sr. Administrative Coordinator's primary responsibilities are to provide advanced administrative support to the Faculty Director - in the form of efficient and conflict-free calendar management, travel coordination, meeting coordination, travel reimbursements, confidential correspondence, expense processing, and support program and project coordination involving the Faculty Director, where necessary. Secondary responsibilities involve providing administrative support and assistance to the Managing Director, which may include scheduling meetings, travel arrangements, meeting coordination, expense processing, and support program and project coordination.

Under the supervision of the Managing Director, this position may be deployed to assist with and coordinate activities and provide direct administrative support and assistance to support the Institute's daily operations, along with special projects on an as-needed basis. You may also support special events preparation and space management support.

The ideal candidate should possess strong organizational and multitasking abilities, be proficient in office software and communication tools, and have excellent time management skills. Other responsibilities may also include providing administrative support to other senior leaders as assigned, special events preparation and space management, managing schedules, coordinating meetings and events, maintaining records and databases, and performing other duties as assigned. Additionally, attention to detail, problem-solving skills, and the ability to work independently and collaboratively are essential traits for success in this role.

Specific Duties & Responsibilities

Administrative Support (60%)

• Operates a personal computer to access email, electronic calendars, and other basic office support software.

• Implements new staff hire logistics, i. e. , badge, perimeter access, parking, ordering computers, setting up email accounts, etc. in collaboration with the HR and IT teams.

• Oversees maintenance and supply materials as directed by the Faculty Director and Managing Director.

• Maintains the calendar for the scheduling of multiple conference rooms and update signages where needed.

• Regularly interacts, both by phone and in person, with all levels of executive and support staff, as well as interacting with personnel outside the Hopkins system.

• Be able to schedule with multiple attendees, monthly and bi-monthly meetings, workgroups, etc.

• Schedules one-on-one meetings, group meetings, conferences calls, training, etc.

• Provides calendar management for the Institute and maintain/update a complex calendar based on a thorough understanding of priorities, and internal and external relationships.

• Creates presentations and reports at the request of the Faculty Director and Managing Director.

• Utilizes the Internet to search for information.

• Uses various software applications to assemble, manipulate and/or format data and/or reports and presentations.

• Assists in maintaining the organization of One Drive, Google drive, and other core project management tools utilized by the Institute.

• Prepares and distributes agendas, meeting minutes, and reminders for meetings, as assigned.

• Attends and records minutes of Institute meetings.

• Coordinates briefing documents for the Faculty Director and other members of the Institute team as assigned.

• Coordinates both internal and external meetings including preparing itineraries, booking travel for participants/visitors, and ordering business meals.

• Processes expenses for the Faculty Director and other members of the Institute as assigned, in a timely manner.

• Plans and books travel itineraries (transportation, lodging, etc. ) for the Faculty Director and other members of the Institute as needed.

• Provides a conflict-free calendar of meetings and appointments for the Faculty Director, Managing Director, and other members of the Institute as assigned.

Special Events & Meeting Preparation (40%)

• Schedules catering, sets up, and cleans up for various meetings and events.

• Manages room reservation requests/meeting room calendars on behalf of the Faculty Director and Managing Director or for other members of the Institute as assigned.

• Facilitates locational issues and physical office logistics.

• Assists staff, as assigned, with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings, etc.

• Coordinates special events such as monthly staff meetings.

• Assists the Faculty Director and/or Managing Director with special event planning.

• Performs other duties as assigned.

Special Knowledge, Skills, and Abilities:

• Impeccable attention to detail, excellent computer skills, a high level of independent thinking and ability to think creatively, and the ability to self-prioritize completion of multiple responsibilities for program and project execution.
• Demonstrated organizational skills with a proven ability to prioritize workload. Ability to multitask, prioritize, organize, and work closely with leaders and staff across the Institute.
  
• Ability to work independently, as well as collaboratively, as part of a team.
  
• Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds. Exceptional oral, written, and interpersonal communication skills, using tact and persuasion as appropriate.
  
• Ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
• Knowledge of SAP preferred, as well as knowledge of JHU administrative policies and procedures.
  

• Knowledge of, or interest in, US foreign policy and/or China preferred.
• Proficient in Microsoft 365 Suite (Word, Excel, Forms, Outlook, Teams, etc. )
  
• Knowledge of SAP preferred, as well as knowledge of JHU administrative policies and procedures.
  
• Must maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines.
  
• Sensitivity and confidentiality in navigating the inter-relationship of .