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Requisition ID:  117696

Administrative Coordinator

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 which includes four different work modalities. This role has a remote 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.


The Administrative Coordinator reports to the Associate Dean for Development and Alumni Relations and serves as the chief administrative support to the Associate Dean for Development and Alumni Relations. This position also works closely with the Senior Associate Director of Development Operations. Duties include scheduling, preparing materials for meetings, maintaining relationship management database, preparing correspondence, coordinating travel arrangements, and processing expense reimbursements.


Key responsibilities: 

Administration: 

  • Manages the electronic calendar for Associate Dean
  • Generates staff meeting materials, materials for donor meetings, and coordinates information for leadership-level communications 
  • Proactively composes, proofreads, and edits correspondence including email, letters, and proposals 
  • Serves as the primary contact for Associate Dean, Director of Development, and department with visiting guests 
  • Maintains donor records on behalf of Associate Dean to ensure that critical donor information, visit updates, and stewardship data is reflected in the development database
  • Makes travel arrangements for Associate Dean
  • Collaborate and coordinate with the Office of the Dean to schedule and prepare materials for meetings 
  • Support the Associate Dean with data entry into the organization database (JHAS)

Financial Maintenance: 

  • Updates and reconciles monthly Concur distribution statements for Development. Approves and processes travel card charges using bank and Concur systems
  • Submits and processes reimbursements for travel/visit expenses for the Associate Dean and others as needed 
  • Organizes and maintains electronic and hard filing system of financial documentation. Collaborates with alumni relations and operations teams to reconcile and process event invoices
  • Consults Accounts Payable, JP Morgan Chase Bank, and internal finance department to ensure policy adherence 

Projects and Research: 

  • Prepares reports to support Associate Dean and staff efforts to increase support for the school 
  • Ensures the Associate Dean is fully prepared for meetings by coordinating, drafting, and distributing materials and briefings as needed 
  • Works as member of the Development and Alumni Relations team to support events and office operation 
  • Staffs Development and Alumni Relations events 
  • Reports on research, database maintenance, and financial reconcilement for department 





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
  • Bachelor's degree highly preferred
  • Additional progressively responsible work experience in a similar, highly visible, fast-paced executive office setting 
  • Previous experience at Johns Hopkins 
  • Ability to provide executive-level support in interpersonal, write and verbal communication, customer service, and calendaring
  • Demonstrated success as a member of a tightly integrated team 
  • Advanced proficiency using Microsoft Office Suite, Outlook, and the internet 
  • Excellent verbal and interpersonal skills, including the ability to collaborate effectively with other departments at Carey and the larger institution 
  • Excellent writing and editing skills. including the ability to draft original correspondence, proofread, and edit significant documents with wide distribution 
  • Skilled in handling deadlines, rapidly changing situations, and managing multiple projects 
  • Exceptional organizational skills 
  • Proven ability to work with minimal supervision and to exercise independent judgement and discretion 
  • Strong research skills, including the ability to determine when and what research is needed, and identify and leverage relevant resources
  • Ability to gather data, interpret, and compile in to readily understood formats/reports/spreadsheets to support projects or discussions at meetings 
  • Event and project support

 

 

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $52,500; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: JH at Franklin Templeton - Carey Business School 
Department name: 60000048-Development & Alumni Relations 
Personnel area: Carey Business School 

 

 

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.
JH at Franklin Templeton - Carey Business School

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