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Requisition ID:  116734

Administrative Coordinator, Central Administration

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching, and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.


Johns Hopkins University supports a flexible work model that includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3 days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.


We are excited to welcome a talented and motivated Administrative Coordinator to join our newly established central administrative team. As a member of this dynamic group, you will play a key role in supporting the day-to-day operations and ensuring smooth workflow across various development offices within Development and Alumni Relations. The ideal candidate will be organized, proactive, and dedicated to providing high-quality administrative support while fostering a positive and efficient work environment. This is an excellent opportunity for an individual who thrives in a collaborative setting and is eager to contribute to team success. The administrative coordinator will be deployed to divisions and central offices to support individuals or teams during vacancies or periods of extended leave.


Key responsibilities: 

Development/Fundraising:

  • Process gifts through Paywire and JHAS (development CRM), track, and acknowledge all gifts to the division.
  • Analyze and resolve problems, interpret policies, and demonstrate solid knowledge of processes and protocols for gift processing.
  • Develop and maintain an expert knowledge of development financial processes, JHAS, constituent and relationship management, and development research policies and protocols.
  • Support the planning of donor visits, advisory council meetings, cultivation events, and alumni engagement gatherings.
  • Execute departmental mailings accurately and efficiently. This includes departmental gift acknowledgment processes, donor communications, solicitation appeals, and event follow-up.
  • Utilized mail merge function to prepare, personalized letters, e-mails, Mailchimp, Thankview, Salesforce Marketing Cloud, and phone calls, as appropriate.
  • Track fundraising and stewardship actions. Submit research requests, enter prospect management actions, and coordinate biographical and other updates in JHAS with Advancement Services.
  • Retrieve and modify giving and donor reports as requested by gift officers.

Administrative:

  • Provide high-level administrative and project support as requested.
  • Schedule and provide guest services for internal and external meetings including campus-wide room reservations and managing catering. Prepare agendas and related materials, attend meetings, take minutes, and monitor follow-ups as requested.
  • Triage administrative requests via phone, email, or walk-in. Respond to inquiries independently.
  • Assist with coordinating complex projects such as department or divisional events and celebrations.
  • Proactively manage the direct report’s calendar and arrange meetings with internal and external constituents.
  • Research and assemble materials for presentations and projects.
  • Arrange travel logistics (domestic and international) and reimbursements through SAP and Concur.
  • Manage Zoom account for virtual events.
  • Maintain calendars for conference rooms and other events.

Events:

  • Support special event planning that includes catering and room reservations
  • Manage event registrations and attendees lists.
  • Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/breakdown, processing of expenses, reimbursements, travel planning, and catering.

Financial:

  • Create shopping carts, purchase orders, travel reimbursements, and online check requests in SAP.
  • Submit invoice payments, and set up new vendors in PaymentWorks and SAP.
  • Provide support for Pcard allocations and CTBC (travel card) allocations.
  • Provide support as a Concur travel delegate for submitting travel reimbursements.
  • Process non-travel reimbursements and check requests.
  • Additional duties as assigned.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Exceptional oral and written communications skills, emotional intelligence, creativity, judgement, attention to detail, and problem-solving skills
  • Friendly, team-oriented, and able to work effectively in varied, fast-paced environments 
  • Strong ability with MS Office word processing and spreadsheet software, proofreading, and database management 
  • Direct experience in development and working with fundraising databases preferred
  • Ability to be flexible and composed in rapidly changing situations

 

 

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator, Central Administration   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $48,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Mount Washington Campus 
Department name: 10001644-Human Resources 
Personnel area: University Administration 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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