Board Operations Coordinator (The Board of Trustees Office)

The Board of Trustees Office is seeking an enthusiastic and motivated Board Operations Coordinator to join a dynamic team that supports the University’s Board of Trustees and the Senior Vice President and Secretary of the Board. This role offers the opportunity to work in a fast-paced, high-volume environment, providing project management and high-level administrative support.

Reporting to the Assistant Secretary, this position handles meaningful, often confidential work that requires demonstration of sound judgement, strong attention to detail, and the ability to take initiative with little guidance and work effectively with senior leaders across the university, as well as external constituents. This position is well-suited for recent graduates interested in higher education administration, non-profit leadership, public service, or organization management, and offers exposure to university governance, institutional decision-making, and the inner workings of one of the world’s leading research institutions.

Specific Duties & Responsibilities

Plan, support, and organize daily activities of the office 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 their 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 staff 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.

Identify and resolve administration 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 assure efficiency in general office operations; interpret and communicate operating policies

Develop and compile reports. May assist with preparation of presentations.

Assist with planning special events/functions, including workshops, conferences, etc.

May perform some non-routine and confidential administrative functions, as needed.

Coordinate work assignments of students and/or temporary office support, as needed.

Coordinate preparation, set up and logistics for department/office events/functions.

Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership (e.g., President, Provost, Vice Presidents, Vice Provosts, Deans, Directors) along with their respective staff members.

Assist with other activities of the Board of Trustees Office, including:

• Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.
• Monitoring and collecting information for archival purposes.
• Implementing Board meetings (this may require out-of-state venues).
• Drafting letters and other correspondence.
• Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems (reconciliation of office financial transactions and resolution of other financial issues related to the office and its members).
• Handle projects, including
• Preparing the compilation and distribution of certain Board meeting materials.
• Assisting in the annual publication and online updates of the Trustee Handbook.
• Other duties as assigned.
• Some evening and weekend work.
  
  

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 permitted by the JHU equivalency formula beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
• Must have a level of good judgment as well as problem-solving and critical thinking ability.
• Must be able to work well at a fast pace.
• Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.
• A positive attitude, flexibility, and an eagerness to collaborate with others.
• An unerring sense of professionalism.
  
  

Preferred Qualifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Bachelor’s Degree.
  
  

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Board Operations Coordinator (The Board of Trustees Office)

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 8:30am - 5:00pm

FLSA Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Sec of the Board of Trustees Office

Personnel area: University Administration