Sr. Administrative Coordinator

The Whiting School of Engineering's Data Science and AI Institute (DSAI) at the Johns Hopkins University (JHU) invites applications for a Sr. Administrative Coordinator who will provide high-level, complex administrative support to the DSAI, and direct administrative support to the DSAI Executive Director and Deputy Executive Director and the Institute's Research Directors (currently four, but anticipated growth may increase that number). The DSAI is a university-based organization with an ambitious global vision: the intentional collaboration of human and artificial intelligence (AI), with AI learning from humans and humans learning from AI, bringing their complementary strengths together toward the goal of understanding and improving the human condition. The DSAI provides a physical and intellectual home for world-class scholars from all disciplines and backgrounds working in artificial intelligence (AI) and its applications. Building on a strong ethical foundation for AI, the DSAI leverages the deep expertise of its researchers and collaborations with external partners to accomplish its goals. DSAI activities focus on the foundations of AI and the application domains of Health & Medicine, Safety & Assurance, and Discovery & Inquiry. Additional information on the DSAI is located at: https://ai.jhu.edu/. The selected candidate must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative and exercising independent judgment to resolve issues. Must be able to work in a demanding, fast-paced collaborative work environment as part of an exciting support team committed to excellence and customer service. This position will report directly to the DSAI Administrative Specialist.

Specific Duties & Responsibilities

• Provide comprehensive administrative and project support to the DSAI to the Program Manager, Administrator, and Research Directors.
• Perform the duties and responsibilities of an Administrative Coordinator. Scheduling and calendaring responsibilities tend to be complicated and highly involved.
• Identify and resolve administrative 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.
• Assist with planning special events/ functions, including workshops, and conferences. Coordinate preparation, set up and logistics for these events/ functions.
• Provide administrative support and perform general office management duties necessary in the efficient operation of an office or program. Responsibilities require significant collaboration and coordination with others.
• Coordinate and assist with special projects, office activities, and committee meetings, both in-person, online, and hybrid, as requested. Provide support for scheduling meetings and organizing special projects to the broader DSAI management team.
• Prepare and distribute communications to the DSAI regarding important notices.
• Independently develop and manage complex and key administrative projects, which includes providing coordinator and assistance, with internships and visiting students/professionals, including scheduling visits, coordinating availability, processing of applications, and other support, as needed.
• Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
• 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.
• Arrange and coordinate travel for faculty members and other staff within DSAI as requested. Prepare, submit, and track travel reimbursement materials.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• Support DSAI operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request
• Administer 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. Ensure accuracy and compliance with approved budget.
• Reconcile, process, and allocate transactions for procurement card purchases and approve allocations for others.
• Develop and compile reports. May assist with preparation of presentations.
• Assist in defining and documenting standard office policies and processes for DSAI.
• Other duties and projects as assigned.

Special Knowledge, Skills, & Abilities

• Demonstrate ability to work independently and as part of a team.
• Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
• Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
• Excellent writing and verbal communication skills; also, with exceptional attention to detail.
• Strong interpersonal skills and ability to work as part of a team.
• Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
• Applicants for this position may be required to complete skills assessments appropriate to the position description.

• 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.

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: 37.5 hrs/wk, M-F
FLSA Status:Non-Exempt
Location: Hybrid/Homewood Campus
Department name: DSAI Institute
Personnel area: Whiting School of Engineering