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Job Req ID:  114727

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 which includes four different work modalities. This role has a (onsite, hybrid, modified hybrid, remote) 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.


Reporting to and working closely with the HR Manager, this new position will oversee and lead the administrative operations in the Central Office for Development and Alumni Relations (DAR) at Johns Hopkins University.


This role will also have management responsibilities for two development coordinators, and will establish and implement consistent administrative processes and activities that support leaders and fundraisers in ensuring successful moves management of prospects and donors.


The Administrative Supervisor will also be responsible for support for central leaders, the Executive Director of Development, and the Sr. Associate Director for International Programs.


Key responsibilities: 

Management and Supervision

  • Lead a team of two development coordinators whose responsibilities include providing support to leaders in central development and alumni relation. This position will foster a healthy team environment by hiring, supervising work, developing, mentoring, and coaching the staff.
  • Plan and facilitate monthly team and 1:1 meetings to ensure group and individual needs are met and information is exchanged.
  • Complete mid-year and annual-reviews for coordinators in collaboration with their principals. Identify professional development opportunities. Maintain clear communication with the principals to establish a matrixed management culture.
  • Use independent judgment to resolve administrative issues by identifying cause and effect, implementing corrective actions, and when appropriate, involving the appropriate directors or senior leaders.
  • Successfully interpret and implement university policies and procedures for consistent administrative tasks and activities.
  • Demonstrate high proficiency with software such as MS Office, database management and web searches.
  • Monitor and approve weekly timesheets for direct reports. Approve vacation requests and coordinate coverage to ensure consistent support is available.
  • Cross-train staff for deployment to other teams during administrative staff turnover, absences and shortages for special project completion.
  • Advise hiring managers and facilitate professional development for coordinators across Development and Alumni Relations.
  • Develop competency model and assessments for prospective coordinator hires.
  • Partner with hiring managers and TMHR by serving on search committees for coordinator hires.
  • Collaborate with TMHR and managers to develop and implement coordinator-specific onboarding programs and resources.
  • Provide input for start-partner assignments for new coordinators hired and mentor pairings with DAR.
  • Represent the administrative team in department meetings to advocate for its needs.
  • Stay abreast of JHU changes to business and administrative processes and promptly communicate to team and affected staff.
  • Partner with TMHR training team to identify and recommend trainings for administrative skill enhancement.
  • Work closely with TMHR HR Manager to advise on coordinator staffing size for teams and assignments for reorganizations and talent planning.
  • Relaunch and lead the coordinator roundtable group, comprised of all coordinators across the organization. Identify and invite guest speakers who will educate and share information that impact them.

Administrative Support

  • Manage coverage for and/or provide direct interim support where there are administrative support vacancies at leadership level.
  • Proactively manage the electronic calendars for the Executive Director of Development and the Sr. Associate Director of International Programs.
  • Utilize the Concur system to arrange travel including air/train fare, hotel, and rental car. Submit reimbursements upon completion of trips that may include meals and entertainment.
  • Ensure the Executive Director is fully prepared for meetings by proactively compiling research on meeting content and agendas.
  • Regularly review and coordinate schedules for conflict-free calendars and prepare materials for complex meetings.
  • Utilize JHAS to enter actions and proposals and retrieve and interpret fundraising progress reports.


Minimum Qualifications
  • 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.


Preferred Qualifications

The number and complexity of sophisticated donors, and the fast pace of the Development and Alumni Relations organization require a high level of independent thinking, attention to detail, organization, flexibility, advanced computer skills, and excellent written and verbal communication skills.

This position requires advanced-level maturity in liaising and advising leaders at various levels of the organization.


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: $22.66 - Maximum: $39.36 per hour (targeted hourly rate: $35.89) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Exempt 
Location: Mount Washington Campus 
Department name: 10001644-Human Resources 
Personnel area: University Administration 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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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