Administrative Coordinator (Center for Talented Youth)

Reporting directly to the Executive Assistant to the Executive Director, this role delivers high-level administrative and office management support to the Johns Hopkins Center for Talented Youth (CTY) at Mount Washington. The position is pivotal to the smooth, efficient operation of the MTW site, ensuring seamless coordination of day-to-day activities, proactive problem-solving, and exceptional service to internal and external stakeholders.
We are seeking an Administrative Coordinator who will provide essential administrative and operational support to ensure the smooth functioning of CTY's Mount Washington office and leadership activities. The role manages scheduling and meeting logistics for senior directors, partners with the Executive Assistant on CTY-wide events, and oversees daily office operations, including workspace readiness, facilities coordination, office moves, supplies, mail and package handling, and vendor interactions. Working closely with IT, facilities, property management, and staff across departments, the coordinator supports key organizational processes, assists during peak operational periods, and maintains core documents such as floor plans and organizational charts. Operating on a hybrid schedule (in office Tuesday-Thursday), this position helps maintain an efficient, well-organized environment that enables CTY staff to focus on delivering high-quality programs and services.
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.
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
This role may involve the following occasional physical tasks

CTY follows a hybrid schedule with staff in-office Tuesday to Thursday.
This role may occasionally be required to report on a Monday or Friday to support special events (e.g., advisory council meetings), oversee office moves or furniture deliveries, or assist with other on-site activities, and should be flexible to come in as needed to support operational priorities.
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
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Work Modality

Hybrid (In-Office Tuesday-Thursday)
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($50,700 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am - 5:00pm
FLSA Status: Non-Exempt
Location: Hybrid/Mount Washington Campus
Department name: CTY Office of the Executive Director
Personnel area: Academic and Business Centers