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Job Req ID:  107357

Administrative Coordinator

General Summary/Purpose:

The Administrative Coordinator provides high-level administrative and project support to the Senior Director of Development in the Office of Development and Alumni Relations for the Whiting School of Engineering. Reporting to the Development Operations Manager, this position serves as the chief representative and point of contact for the Senior Director of Development with respect to scheduling, monitoring, and tracking project results and deliverables, conferences, travel, preparing correspondence to all levels of internal and external constituents, composing and editing reports and other written materials on behalf of the Senior Associate Director.



Specific duties and responsibilities:


Calendaring/Travel Arrangements:

  • Maintain a 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.
  • Proactively manage tasks, prospects, and priorities for the Senior 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 the alumni database and independent research.
  • Collaborate with the Senior DoD to prepare briefings for donor visits and gift-officer-driven events for the Dean and the President using resources such as the alumni database, donor files and internet-based research.
  • Meeting with Senior DoD after trips to determine if donor actions need to be entered into the alumni database and ensuring those actions are entered in a timely manner.
  • Gathering donor visit, cultivation, and solicitation information on a monthly basis for the preparation of the President's memo.
  • Track and submit travel receipts to be submitted in Concur and process personal reimbursements for JHU business expenses.


Fundraising Team Support:

  • Submitting donor research reports from Business Services as needed.
  • Maintain knowledge of the Senior DoDs actions and planned solicitations in order to help prepare necessary reports and update proposals and actions in the alumni database.
  • Manage the donor pipeline process and report on activity to the Senior DOD on a regular basis; partner with major gift officers to ensure contact is being made with prospects in a timely manner and new names are properly recorded and tracked through the process.
  • Assist the Senior DOD in the planning, execution, and follow-up of bi-weekly Prospect Strategy Meetings.
  • Support the team of gift officers, as needed, regarding travel, database management (creating proposals, gift linking, and actions), and expenses.
  • Offer support to the constituent engagement and gift officer teams for regional and territory events as needed throughout the year this could include booking spaces, sending invitations, tracking responses, gathering materials, and sending a follow-up to event attendees.


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.
  • 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.
  • Other duties as assigned.


Other:

  • Function as a part of the administrative team as needed for larger group projects and assignments.
  • 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.
  • This position works three days on campus and two remote days.


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 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.


Any specific physical requirements for the job: None


Supervisory responsibility (indicate the number and type of persons supervised by the incumbent): None


Budget authority (indicate the dollar amount of budget managed and type/level of authority): None

Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Minimum: $34,995 - Midpoint: $49,327 - Maximum $63,570 
Employee group: Full Time 
Schedule: Monday-Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: 10001471-Development and Alumni Relations 
Personnel area: Whiting School of Engineering 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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 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.


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.

 

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.

 

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. 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 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Homewood Campus