Administrative Supervisor

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching, and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine; strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model that includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3 days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

The Fund for Johns Hopkins Medicine (FJHM) is the dedicated development and alumni relations team supporting the entities that comprise Johns Hopkins Medicine (JHM), including clinical departments, hospitals, satellite clinics, and the School of Medicine. We contribute to Johns Hopkins Medicine’s mission of patient care, research, and education through securing philanthropy, building and maintaining donor and alumni relationships, and supporting institutional priorities. FJHM partners closely with institutional leaders, faculty, and clinicians to engage alumni, patients, donors, and prospects in JHM’s work to advance medicine and improve the human condition. 

Providing administrative oversight as office manager, the Administrative Supervisor will report to the Executive Director of Development, Johns Hopkins Department of Neurology and Physical Medicine & Rehabilitation. The incumbent will manage administrative activities that support the fundraising team to ensure successful prospect identification/pipeline building, fundraising strategies, data integrity and management and gift processing procedures. Management responsibilities include supervising two administrative team members.

The number of sophisticated donors, the fast pace of the office, and complexity of many prospects require a high level of independent thinking, attention to detail, flexibility, advanced computer skills, and excellent interpersonal communication. The incumbent must successfully manage high expectations, multiple demands, numerous sources of feedback and respond quickly to changing details.

Management and Office Supervision:

• Serve as the supervisor for two administrative team members:
• A Development Coordinator whose responsibilities include acknowledgment and gift processing procedures, reimbursements, and gift officer support.
  
• A Senior Development coordinator whose responsibilities include reporting, gift agreements, endowment creation, and weekly reporting.
  
• Responsible for solving problems of significance, answering questions from various constituents, providing guidance, and disseminating information to large audiences. Identify important initiatives, goals, objectives beyond day-to-day operational knowledge and administrative tasks/activities.
  
• Overall team operational leadership and organization through the review, creation, and maintenance of policies and procedures.
  
• Take on the role of Project Manager for data-specific projects and tasks and serve as the accountable leader for updates and solutions surrounding those projects.
  
• Serve as a liaison to the Fund for Johns Hopkins Medicine and Neurology Finance teams; provide development and finance related administrative expertise to others in office, particularly development and administrative coordinators.
  
• Serve as primary liaison to Development Research and Development Business Services.
  
• Communicate effectively with academic leaders, trustees, volunteer leadership, donors, patients, guests, faculty, department chairmen, and administrators.
  
• Exercise independent judgment in resolution of administrative problems. Demonstrate high level of proficiency with word processing and spreadsheet software such as Word, Power Point, Excel, and the Internet.

Support for the Executive Director

• Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the Executive Director.
  
• Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the Executive Director.
  
• Ensure the Executive Director is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters.
  
• Prepare agendas and other materials and coordinate scheduling for complicated meetings, and can include identifying a proper location for the meeting and assessing what audio/visual will be needed.
  
• Prepare briefings and other materials for the Executive Director’s donor and prospect meetings.
  
• Perform work plan and MyPerformance edits as needed by Executive Director.
  
• Manage special projects as needed.

Fundraising, Relationship Management and Pipeline Building:

• Build and execute a strategy for the relationship management and pipeline processes in partnership with the Senior Coordinator and Executive Director.
  
• Develop and maintain an expert knowledge of JHAS database as well as a thorough understanding of constituent management, relationship management and development research policies and protocols.
  
• Oversee pledge and cash projections, managing pledge collection process. Collaborate with entire Development Team in order to consolidate, analyze and determine the cash and development projections for the Development team, at any given time during the fiscal year.
  
• Design and implement procedures for major gift prospect identification; execute prospect management and new prospect (lead) distribution with neurology gift officers.
  
• Stay current with all policy and procedures involving patient data by meeting with peers, serving on committees and reading publications.
  
• Use JHAS data and reports to develop predictive models based on known wealth and philanthropy indicators. Build and maintain balanced portfolios for major gift officers. Analyze composition of portfolios across department gift officers to ensure strength of portfolios; make recommendations for changes. Manage assignment of newly identified prospects and track contacts.
  
• Lead and set agenda for regular prospect strategy meetings, provide updates on work plan progress and distribute new prospects to build pipeline.
  
• Serve as a member of Relationship Management Liaison Group (RMLG); participate in RM and/or research committees as appropriate. Meet on a regular basis with members of Development Research, Office of Relationship Management and the Central FJHM teams to communicate best practices and help shape policy.
  

Financial Liaison and Data Integrity

• Regularly review balances for accounts supporting named professorships, fellowships, and research to ensure that funds are being used appropriately.
  
• Prepare and submit yearly Endowment Reviews and provide gift officers with up-to-date endowment information, including current market values, income payout, and projections.
  
• Overall, serve as the expert for shepherding the endowment creation process for the department and work frequently with FJHM Finance and Advancement Services in order to accomplish this.
  
• Serve as liaison to the Department of Neurology Finance Team and provide consistent updates to said team regarding fundraising and cash totals, in the interest of comparing finances. Also provide annual financial projections to the NEUR Finance Team.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor’s degree preferred.
• Able to work independently, manage projects and determine priorities, and to maintain a degree of professionalism and confidentiality.
• Exceptional organizational skills and ability to successfully manage multiple projects simultaneously.
• Strong computer literacy skills (required) and the ability to learn new software.
• Excellent writing, editorial and verbal communication skills.
• Able to work in a dynamic, fast-paced environment.

All applicants are expected to uphold the university’s core values which includes diversity and inclusion. All staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

Classified Title: Administrative Supervisor 
Job Posting Title (Working Title): Administrative Supervisor   
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Minimum: $21.00 - Maximum: $36.50 (targeted salary; $65,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30am to 5:00 pm 
Exempt Status: Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10003230-SOM Admin FJHM Neurology and Brain Scien 
Personnel area: School of Medicine 

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/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

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