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Job Req ID:  58756

Administrative Coordinator

General summary/purpose:

The Administrative Coordinator provides high-level administrative and development support to the Senior Director of Development and the Senior Associate Director of Development in the Office of External Affairs at the Krieger School of Arts and Sciences. This includes calendar management and travel management, along with playing a key role in the production of development reports, drafting donor bios and briefings, and the office’s gift acknowledgment process through the production of meaningful, personalized correspondence.


Specific duties & responsibilities:

Calendaring/Travel Arrangements:

  • Maintain conflict-free electronic calendar for the Senior Director of Development (Senior DoD) which may include arranging complicated meetings with deans, department chairs, faculty, staff, donors and prospects.  This may include reserving rooms, ordering catering, and requesting audio/visual equipment. Also provide calendar support to the Senior Associate Director of Development.
  • Proactively manage tasks, prospects, and priorities for the Senior Director of Development and the Senior Associate Director of Development to properly prepare for upcoming meetings, visits, and events, including making travel arrangements and providing background information on donors/prospects using information generated from ALADIN and independent research.
  • Collaborate with the Senior DoD and Senior Associate DoD to prepare briefings for donor visits and gift-officer driven events for the Dean and the President using resources such as ALADIN, donor files and internet-based research.
  • Meeting with Senior DoD and the Senior Associate DoD after trips to determine if donor actions need to be entered in to ALADIN and ensuring those actions are entered in a timely manner.
  • Gathering and providing donor visit, cultivation and solicitation information on a monthly basis to the Senior Development Coordinator for the preparation of the President’s memo.
  • Track and submit travel receipts associated with the Executive Card to be submitted in Concur and process personal reimbursements for JHU business expenses.



  • Draft highly personalized letters to acknowledge gifts and pledges from the school’s leadership-level donors which includes university trustees and divisional advisory board members.
  • Reviewing gift log to ensure gifts are linked to gift officers.
  • Draft letters and memoranda, prepare final edits, and mail or distribute to appropriate individuals, both internally and externally.
  • Perform mail merge projects from standard letters and correspondence.



  • Preparing monthly portfolio reports for the Senior DoD and the Senior Associate DoD to review most recent donor actions.
  • Pulling stewardship reports out of ALADIN/RM to assist the Senior DoD and the Senior Associate DoD with meeting stewardship goals.
  • Assemble, manipulate and format documents and reports and regularly update prospect and donor data in ALADIN and Relationship Management (RM).
  • Submitting donor research reports from Business Services as needed.
  • Maintain a knowledge of the Senior DoD and the Senior Associate DoD planned solicitations in order to help prepare necessary reports and update proposals in ALADIN.
  • Working with the Senior Development Coordinator to master software and applications such as ALADIN, Galaxy – BI, Excel, and the internet to research and compile information regarding donors.


Other Administrative Duties:

  • Perform work plan and MyPerformance edits as needed by Senior Director of Development for direct reports.  This requires a high level of confidentiality and discreetness due to the sensitivity of the information.
  • ATM Retreat – Organize all-day ATM prospect planning retreat which is hosted once a year.  Work collaboratively with the Senior Director of Development to create agenda, schedule speakers, collect materials, and acquire all needed reservations, catering and supplies for the retreat.  Provide any follow-up support to Senior Director of Development after retreat.
  • ATM Team Meetings – Organize calendars to ensure conflict free meetings and critical mass of team members.  Take minutes during the meetings and ensure agendas and copies for the meetings are provided.  Distribute meeting minutes to gift officers after the meeting is completed.
  • Shepherding proposals from MGOs to Senior DoD for approval by reviewing proposals for grammar and ensuring accuracy before presenting to the Senior DoD for review. Using independent judgment to point out areas of concern or question to Director of Development.
  • Other duties as assigned.



  1. Function as a part of the administrative team as needed for larger group projects and assignments.
  2. On an infrequent basis, the candidate may be asked to work on nights and/or weekends to support office events and other time-sensitive initiatives.
  3. This position works a hybrid A/B work week - 3 days on campus and 2 remote days; 2 days on campus and 3 remote days


Minimum qualifications (mandatory):  High School Diploma/GED required. Three years administrative/office experience required.  Education can be substituted for experience.


Preferred qualifications:  Bachelor’s degree preferred.


Special knowledge, skills, and abilities:


  • Candidate must be proactive and effective when working independently and as part of a team.
  • Must be capable of maintaining a high degree of professionalism and confidentiality at all times.
  • Must adapt and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment.
  • Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously.
  • Strong interpersonal and written communication skills required.  Candidate must be able to create original correspondence, such as letters, memos, reports, and briefings.
  • Must be able to communicate effectively at all levels of the organization and with external contacts such as donors and alumni.
  • Strong problem-solving and multi-tasking skills are required
  • Must be service-oriented, discrete and behave ethically at all times.


Technical qualifications or specialized certifications: Microsoft Office and moderate to strong Word and Excel proficiency.



Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator 
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: 10001349-Development 
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.


The following additional provisions may apply depending on 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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