Sr. Business Coordinator

We are seeking a Sr. Business Coordinator for the business unit tasked with successfully operating 555 Pennsylvania Avenue. This role will be responsible for a range of administrative duties and will report to the Senior Director, Finance and Administration. The primary role of this position is to ensure smooth operation by supporting the needs of this administrative team. The Sr. Business Coordinator will be responsible for managing and scheduling the Senior Director’s calendar and providing scheduling support across the staff members in the business unit. The coordinator will have familiarity with the inner workings of the business unit and with its information systems (including SAP) and will be trained to stand in for other team members in their absence including event/academic scheduling, HR, and Finance. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills.

Specific Duties & Responsibilities

Administrative Operations (70%)

• Manage the Senior Director’s calendar by effectively prioritizing requests for meetings and resolving scheduling conflicts.
• Triage email, telephone calls, and incoming mail directed to the 555 business unit, monitoring shared email accounts, responding and handling appropriately in a timely manner.
• Complete additional administrative duties such as processing reimbursements and other expenses for the 555 team, compiling meeting materials, assisting with staff coverage, and reserving meeting rooms and/or catering for special events.
• Manage scheduling of meetings and special guests and act as point of contact for visitors.
• Coordinate with other administrative coordinators across the institution to ensure the business unit is aware of administrative updates and changes in processes or procedures.
• Manage agenda development for team meetings, take notes, and provide a follow-up list of action items.
• Manage a yearly administrative calendar for 555 operating processes.
• Update policy and procedure documents for the Senior Director and team.
• Communicate updates to building tenants.
• Maintain awareness of building schedule and ongoing activities, keep Senior Director apprised of VIP guests and prominent events.
• Draft memos, email communications, and presentations.
• Manage team/building directory and phone tree.
• Order office supplies.
• Maintain an electronic filing system of meeting agendas, articles, presentations, and other related documents; manage and organize shared folders.

Business Unit Support (15%)

• Coordinate with HR generalist to post open positions for recruitment.
• Review, prepare, and submit reimbursement documentation and associated SAP transactions.
• Process HR/payroll transactions in SAP.
• Arrange and coordinate travel and process travel reimbursements.
• Coordinate with payroll offices when needed.

Team Coverage (15%)

• Be familiar with 25live scheduling to act as backup for the 555 scheduler.
  
• Work with the budget analyst to be familiar with business unit financial processing needs.
• Support the IT team when the admin coordinator is out of the office.

Other (5%)

• Assist with special projects.
• Other support duties as assigned.

Special Knowledge, Skills, or Abilities

• Strong organizational, interpersonal, and customer service skills.
• Detail oriented.
• Ability to work independently and in a team; to take initiative and be flexible.
• Expertise in organizing complex meetings.
• Excellent proofreading and editing skills.
• Demonstrated ability to show good judgment in communicating issues that are sensitive and confidential.
• Proficiency with Outlook, Word, and Excel.
• Experience with SAP and Concur.

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.

Preferred Qualifications

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Sr. Business Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($60,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 - 5:00
Exempt Status: Non-Exempt
Location: District of Columbia
Department name: ​​​​​​​555 Penn
Personnel area: University Administration 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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