Administrative Coordinator (operations)

Administrative Coordinator (Operations)

The Carey Business School is seeking an Administrative Coordinator to support the Campus Operations and Facilities department. This role will provide administrative and project coordination support and act as the primary point of contact for the second-floor reception desk at the Harbor East campus.

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting 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 contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies.
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform 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 events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

In addition to the above duties:

• Serve as the primary contact for the second-floor front desk; greet visitors, provide assistance, and direct student inquiries appropriately.
• Manage J-Card processing across campuses, including scheduling photos, distributing cards, and coordinating faculty/staff onboarding and offboarding.
• Address facilities issues, communicate building policies, and ensure continuity between day and evening staff.
• Maintain signage, evacuation plans, training materials, incident reports, parking codes, and coordinate vendor access.
• Support leadership with special projects, including space assessments, crisis reports, executive summaries, and emergency response coordination.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $18.20 - $33.90 HRLY ($55,000 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: M-F 8:30am - 5:00pm FLSA Status: Non-Exempt Location: JH at Harbor East Department name: Operations Personnel area: Carey Business School