Board Operations Coordinator; Board of Trustees Office

The Board Operations Coordinator will provide administrative support and performs general office management duties necessary in the efficient operation of an office or program. This position may provide support in fiscal and budget management for the assigned area and also provides project support to a Dean, Associate Dean, Department Chair, Program Leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

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.

• 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 (eg 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.
• Other duties as assigned.

• 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.
• Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.
• Monitor and collect information for archival purposes.
• Implement Board meetings (this may require out-of-state venues).
• Draft 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, that includes preparing the compilation and distribution of certain Board meeting materials and assisting in the annual publication and online updates of the Trustee Handbook.

• 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 beyond a high school…