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Job Req ID:  13941

Administrative Coordinator


Classified title: Administrative Coordinator 

Working title (if applicable): Administrative Coordinator

Role/Level/Range: ATO/2/OE

Starting Salary Range ($s): $35,173-$48,360

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

Schedule (hours/days): 40 hrs. M-F

Employee subgroup (FLSA Status): non-exempt

Department name: Wilmer Eye Institute

Personnel area (School): SOM





Position Description

Wilmer Eye Institute


Title: Administrative Coordinator

Reports to: Sr. Administrative Coordinator



General Description: The Administrative Coordinator will report directly to the Senior Administrative Coordinator to assist members of the Wilmer Eye Institute Development team. The incumbent will provide administrative support to the office and the Assistant, Associate and Sr. Associate Directors of Development, including processing all gifts and handling the acknowledgement process. This position requires attention to detail, flexibility, excellent computer skills, a high level of independent thinking, and the ability to thrive in an extremely fast-paced environment.

The primary duties and responsibilities:

  • Answer phones, take messages and greet guests.
  • Learn and utilize development databases, including Aladin and prospect management and medical development modules. Create, maintain, and update donor and prospect records, including with event and stewardship information.
  • Coordinate VIP patient appointments throughout Johns Hopkins. Communicate sensitive medical appointment-related information to the patient once the referral has been arranged. Escort donors and prospects to medical appointments as needed
  • Execute timely departmental mailings, sometimes in coordination with gift officers. This includes but is not limited to: faculty donor and prospect mailings, , communications with the Board of Governors
  • Process all checks and credit card donations for the Wilmer Eye Institute.  This includes assigning funds to appropriate accounts and creating new accounts and endowments. Receive gifts via mail, FedEx, Interoffice, emails, phone calls, and fax. 
  • Act as primary staff contact with Merkle, the external gift processing partner for Johns Hopkins Medicine.  Scan and send batches of gifts to Merkle in a timely fashion, and process all information received from Merkle.
  • Learn and utilize all gift processing technologies and databases, including but not limited to KODAK, CPA, Aladin, Arch-E, and Relationship Management.
  • Manage the email and calendar for the Development Office, as well as travel arrangements for everyone, except the Senior Director of Development.
  • Support the Sr. Administrative Coordinator on all development events including professorships, professional meetings, receptions and Board of Governors meetings for the Wilmer Development office.
  • Process travel reimbursements. Work with the Sr. Administrative Coordinator to ensure timely payment of all bills, invoices, and credit card justifications. Master the internal billing system, SAP.
  • Work with Sr. Administrative Coordinator to maintain office operating budget, including monthly transaction reconciliation and preparation of quarterly budget review.
  • Coordinate and implement administrative services such as electronic and paper filing, ordering supplies, maintaining office equipment repair/replacement, and cleaning.
  • Additional tasks to be assigned as needed.


  • High school diploma/GED required.
  • Three years of related experience required. Additional education may be substituted for years of work experience.
  • Two years college or equivalent work experience preferred.
  • Strong computer literacy skills and the aptitude to learn new software.
  • Highly developed organizational skills with the ability to multi-task.
  • Excellent interpersonal, verbal and written communication skills.
  • Ability to work independently, ability to work as part of a team, and ability to maintain a high degree of professionalism and confidentiality.
  • Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness, and diplomacy.
  • Ability to understand workload and time constraints in order to determine priorities based on the needs of the Wilmer Eye Institute and the Development Office.

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.



School of Medicine - East Baltimore Campus