Sr. Administrative Coordinator (Office of General Counsel) at Johns Hopkins University

Job description

The Office of General Counsel, led by the Senior Vice President and General Counsel, is seeking an experienced, highly organized Sr. Administrative Coordinator to serve as a central member of the office’s administrative operations. The Senior Administrative Coordinator will provide high-touch scheduling, front-office, financial, and administrative support to the OGC Executive Team and Practice Group Leads. Serving as a primary point of contact for the office, this position is responsible for complex calendar coordination and scheduling, reception and front-office operations, meeting logistics, invoice processing and financial administration, and other activities that help ensure the office operates efficiently and professionally. Successful performance in this role requires sound judgment, discretion, initiative, adaptability, strong interpersonal skills, and exceptional attention to detail. The ideal candidate is a self-starter who learns quickly, anticipates needs, takes ownership of responsibilities, and is comfortable balancing routine administrative work with the changing priorities of a fast-paced executive and legal environment. On-Site Requirement - This is an on-site position and is not intended to operate as a hybrid role. The Senior Administrative Coordinator serves as a primary front-office presence and provides real-time scheduling, financial administration, and administrative support to the OGC Executive Team and Practice Group Leads, the position is expected to report to the Homewood Campus five days per week and work on-site approximately 90–100% of scheduled hours. For full consideration, candidates should submit a cover letter specific to this role along with their most recent resume. Specific Duties & Responsibilities Scheduling & Executive Support • Manage complex calendars and scheduling for the Practice Group Leads, including internal and external meetings, events, travel-related scheduling, and appointments; proactively identify conflicts, coordinate priorities, and adjust schedules as needs change. • Coordinate logistics for in-person and virtual meetings, including conference room and technology needs, and prepare and distribute meeting materials to ensure participants have timely and accurate information. • Partner with the Chief of Staff and Executive Legal Specialist to coordinate administrative activities, prioritize requests, and support the day-to-day needs of the OGC Executive Team and Practice Group Leads. Reception & Front Office Operations • Serve as a primary front-office presence for the Office of General Counsel, welcoming visitors, responding to inquiries, directing guests and callers, and managing incoming mail and deliveries. • Work collaboratively with attorneys, paralegals, administrative professionals, and university partners to coordinate meetings, materials, deadlines, and other administrative needs across the office. • Maintain an organized, professional, and responsive office environment and handle privileged, confidential, legal, financial, and other sensitive information with appropriate discretion. Financial Administration • Process and track invoices, payments, expenses, and related financial transactions in accordance with university policies and procedures. • Coordinate with attorneys, paralegals, outside counsel, vendors, and university partners to obtain required documentation, resolve routine invoice or payment matters, and ensure timely processing. • Maintain accurate financial documentation and records and assist with financial tracking, reconciliation, reporting, and other administrative financial activities, as assigned. • Manage office supply procurement, including sourcing routine and general office supplies, placing orders through established requisition processes, and monitoring inventory to ensure appropriate supplies are available to support daily office operations. • Coordinate office hospitality needs, including ordering supplies and refreshments for meetings and organizing monthly office lunches through approved university EZ Cater system. • Process and submit office reimbursements, including maintaining required receipts and supporting documentation for travel, meals, membership fees, and other approved business expenses in accordance with university policies and procedures. Additional Responsibilities • Provide backup administrative support across the Office of General Counsel and perform other duties and special projects as assigned. Technical Qualifications and Specialized Certifications • Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. Technical Skills and Expected Level of Proficiency • Calendar Management - Intermediate • Event Coordination - Intermediate • Financial Administration - Intermediate • Interpersonal Skills - Intermediate • Meeting Coordination - Intermediate • Office Procedures - Intermediate • Oral and Written Communications - Intermediate • Organizational Skills - Intermediate • Project Management - Developing • Report Writing - Intermediate The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs. Minimum Qualifications • High school diploma or graduation equivalent. • Four years of related experience. • Additional education may substitute for required experience andadditional related experience may substitute for required educationpermitted by the JHU equivalency formula.beyond a high school diploma/graduation equivalent, to the extent Preferred Qualifications • 3 to 5 years of progressive responsibility of administrative, executive support, or office operations experience in a complex, fast-paced professional environment. • Demonstrated experience managing calendars, coordinating meetings, and balancing multiple priorities and deadlines. • Experience supporting senior executives, attorneys, legal departments, higher education leadership, professional services organizations, or similarly complex organizations. • Experience supporting multiple leaders and coordinating across different functional or practice areas. • Experience with invoice processing, accounts payable, expense management, financial tracking, or related administrative financial functions. • Experience working with enterprise financial, procurement, expense, or invoice-management systems. • Demonstrated ability to work independently, exercise sound judgment, maintain confidentiality, and follow assignments through to completion. • Strong organizational, written, verbal, and interpersonal communication skills. • Demonstrated ability to anticipate leadership and office needs, establish effective administrative systems, and improve coordination and workflow. Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $21.80 - $37.80 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: Monday - Friday 8:30am - 5:00pm FLSA Status: Non-Exempt Location: Homewood Campus Department name: VP and General Counsel Administration Personnel area: University Administration

Requirements

Must-haves

For full consideration, candidates should submit a cover letter specific to this role along with their most recent resume.
Specific Duties & Responsibilities
Scheduling & Executive Support
Coordinate logistics for in-person and virtual meetings, including conference room and technology needs, and prepare and distribute meeting materials to ensure participants have timely and accurate information.
Partner with the Chief of Staff and Executive Legal Specialist to coordinate administrative activities, prioritize requests, and support the day-to-day needs of the OGC Executive Team and Practice Group Leads.
Reception & Front Office Operations
Serve as a primary front-office presence for the Office of General Counsel, welcoming visitors, responding to inquiries, directing guests and callers, and managing incoming mail and deliveries.
Work collaboratively with attorneys, paralegals, administrative professionals, and university partners to coordinate meetings, materials, deadlines, and other administrative needs across the office.
Maintain an organized, professional, and responsive office environment and handle privileged, confidential, legal, financial, and other sensitive information with appropriate discretion.
Financial Administration
Process and track invoices, payments, expenses, and related financial transactions in accordance with university policies and procedures.
Coordinate with attorneys, paralegals, outside counsel, vendors, and university partners to obtain required documentation, resolve routine invoice or payment matters, and ensure timely processing.

Nice-to-haves

Demonstrated experience managing calendars, coordinating meetings, and balancing multiple priorities and deadlines.
Experience supporting senior executives, attorneys, legal departments, higher education leadership, professional services organizations, or similarly complex organizations.
Experience supporting multiple leaders and coordinating across different functional or practice areas.
Experience with invoice processing, accounts payable, expense management, financial tracking, or related administrative financial functions.
Experience working with enterprise financial, procurement, expense, or invoice-management systems.
Demonstrated ability to work independently, exercise sound judgment, maintain confidentiality, and follow assignments through to completion.
Strong organizational, written, verbal, and interpersonal communication skills.
Demonstrated ability to anticipate leadership and office needs, establish effective administrative systems, and improve coordination and workflow.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: eightfold
Effort: medium

Benefits

Benefits detected in the listing.

Vision