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Job Req ID:  65257

Administrative Coordinator, Regional Programs

Primary Duties and Responsibilities:


  • Support for Director of Regional Programs
    • Serve as on on-site resource for remote director;
    • Lead the scheduling of meetings and calls for individual and full-team gatherings;
    • Coordinate spaces, tech requests, agendas, planning documents, and other programmatic/logistical needs for on-site, off-site, and virtual meetings;
    • Provide financial support including trip receipt and reimbursement processing for director;
    • Assist in hiring and onboarding logistics as needed;
  • Support for Regional Programs: Gift Officer Travel and Donor Engagement Support
    • Assist Regional gift officers with outreach and trip preparation (e.g. prospect and donor list development; constituent research; collateral material collection; provide back-up assistance in travel reservation platform);
    • Provide home base assistance as needed during gift officer travel (e.g. updating donor data, assisting with changes to travel and schedules);
    • Help gift officers with post-trip support (e.g. database maintenance/clean-up, research requests, donor follow-up as needed);
    • Assist with data entry projects and maintaining data consistency;
  • Support for Regional Programs: General
    • Build strong working knowledge of Microsoft 365, Aladin, Relationship Management, Business Intelligence, Tableau, and other available platforms and tools;
    • Conduct portfolio, prospect, and prospect group maintenance, and handle approach and proposal entry and updates;
    • Assist with prospect research, outreach, and pipeline efforts;
    • Handle all ordering and purchasing (e.g. letterhead, business cards, office supplies, tech), invoice payments (e.g. FedEx), and procurement card processing;
    • Provide financial support including trip receipt and reimbursement processing for team members;
  • Other duties as assigned
    • Answer and triage incoming phone calls for Regional Programs and members of leadership team as needed;
    • Collect and distribute mail;
    • Organize and maintain electronic and paper files, collateral materials from partner development offices, and team supplies;
    • Support team-wide projects, mailings, other initiatives, and broad organizational needs as determined by the director;
    • Support Garland and SMC needs as appropriate.


Qualifications: High School Diploma/GED and three years related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Knowledge of higher education is preferred.


Fast-paced and highly variable, this role is best suited for an individual with deft interpersonal skills and collaborative instincts, high adaptability and creativity, strong communicative and organizational abilities, a service mindset, and intellectual curiosity.


Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator, Regional Programs 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001646-Regional Program 
Personnel area: University Administration


The successful candidate(s) for this position will be subject to a pre-employment background check.


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. 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 on which campus you will work.  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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