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Job Req ID:  3639

Administrative Coordinator

Administrative Coordinator

Range: OE

Level: 2

Salary: $16.91-$23.25 per hour

Status: Full Time

School: Whiting School of Engineering

Location: Homewood Campus

Location City: Baltimore

Location State: MD

Area of Interest: Administrative

Contact: DAR HR


General Description:

The Administrative Coordinator will provide administrative support to the Development and Alumni Relations Office for the Whiting School of Engineering. This includes administrative support of two major gift officers, acknowledgments, foundations and corporate support, and Whiting School development office administrative support.



Administrative Support of Two Major Gift Officers

  • Manage daily calendars by scheduling meetings, appointments, and travel including those held inside and outside of the institution.
  • Prepare confidential briefings for Associate Deans, Deans, faculty members, and others.
  • Make travel arrangements and prepare materials for trips and meetings including itineraries, directions, and background information on donors and prospects.
  • Identify donors & prospects for major gift visits by Major Gift Officers.
  • Extract data from ALADIN database and manipulate into various formats.
  • Coordinate travel reimbursements.
  • Coordinate & assist in planning small events directly related to Major Gift Officers.
  • Provide support to Major Gift Officers on all committee work including setting meetings, logistics, and correspondence with members.



  • Using ALADIN, pull weekly gift reports.
  • Merge standard letters with gift report information to create weekly letters for mailing.
  • Circulate letters and lists to gift officers for personalization and approval.
  • Mail letters over Associate Dean and Dean signatures.
  • Serve as acknowledgment liaison with institutional donor relations to ensure that all presidential acknowledgments are drafted according to the proper guidelines and in a timely manner.
  • Effectively work with representatives from other Hopkins divisions.
  • Work with Whiting School departments to gather information for specific fundraising initiatives.
  • Annually review & draft new acknowledgment cards and letters.


Foundations & Corporate Support

  • Create & maintain schedule/calendar for foundation grant application deadlines.
  • Identify grant opportunities from Foundation database, industry publications, etc.
  • Effectively communicate with all levels of internal colleagues and academic leaders.
  • Assist in managing internal competition process.
  • Draft standardized & personalized written communication from the Office.
  • Assist in writing grant proposals, reports, acknowledgments and stewardship letters.
  • Help identify partnership and funding opportunities with industry as the office builds its corporate relationships.


Whiting School Development Office Administrative Support

  • Provide front office support, including interaction with office guests, office phone coverage, taking and recording event RSVPs, as needed.
  • Attend and provide staffing for Whiting School events, internally & externally.
  • Routinely interact with alumni, donors, trustees, volunteers, faculty, Dean, and other leadership via telephone, email, and mail.
  • Function as a part of the administrative team as needed for large group projects and assignments.
  • Perform other administrative duties, as assigned.




High school diploma/GED required with minimum of three years related administrative/office experience (including proficiency in Microsoft Office Suite and proofreading). Bachelor’s degree strongly preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Excellent written and oral communication skills required. Applicant must provide a writing sample with resume.

This position requires an excellent telephone and professional manner and a high degree of attention to detail. Qualified candidates must be polite, friendly and a team player. This position requires an individual who is highly organized and able to prioritize and handle multiple tasks in an extremely fast-paced environment.

Position may require some overtime hours and travel.



Homewood Campus

Job Postings are updated daily and remain online until filled.
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 For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

  • 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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Nearest Major Market: Baltimore

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