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Job Req ID:  17601

Administrative Coordinator

Classified title: Administrative Coordinator

Role/Level/Range: ATO/OE/02

Starting Salary Range ($s): $17.42 - $23.95 per hour

Employee group (Full time/Part-time/Limited/Casual): Full Time

Schedule (hours/days): 37.5

Employee subgroup (FLSA Status): 03

Department name: Whiting School of Engineering

Personnel area (School): UN04


General Description

The Administrative Coordinator provides support to the Development and Alumni Relations program at the Whiting School of Engineering (WSE).  The primary duties and responsibilities of the job include:

Administrative Support of Three Major Gift Officers

  • Make travel arrangements and produce materials for gift officers’ individual meetings and trips which include booking hotel and transportation, creating itineraries and participant background briefings
  • Assist gift officers while they are on the road (e.g. changing travel accommodations, ALADIN inquiries) and problem-solve as issues arise
  • Collaborate with gift officers to prepare confidential briefings for donor visits and gift-officer driven events for the Dean., Associate Dean, faculty members, and other WSE leadership
  • Handle post-trip needs which include completing travel reimbursements, reconciling trip expenses and credit card statements, entering travel notes in the development database and capturing work plan data
  • Utilize the Johns Hopkins Development ALADIN database to enter actions and solicits, create events (track RSVPs, run attendance list), and extract data
  • Coordinate and assist in planning small events directly related to Major Gift Officers which includes event logistics, RSVPs, budgetary tracking, name tags, place cards and other paper materials as needed, and follow-up emails and calls.
  • As needed, assist with daily calendars by scheduling external and internal meetings on behalf of three Major Gift Officers.
  • Manage the HUB Library and keep updated with current articles, etc.

Research and Identification

  • Create and analyze reports with objective of identifying donors and prospects for major gifts by Major Gift Officers.

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.

NOTE: Position requires working outside of normal business hours and the possibility of travel.


High school diploma/GED required with minimum of three years related administrative/office experience.  Bachelor’s degree strongly preferred.  Additional education may substitute for experience.  This position requires an excellent telephone and professional manner and a high degree of attention to detail. Strong technical background in working with large databases and exporting information into reports.  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.

Excellent written and oral communication skills required.

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.                                                           



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