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Requisition ID:  115822

Senior Administrative Coordinator, The Fund for Johns Hopkins Medicine

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 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.


This position provides expert administrative support for the Vice President for Development and Alumni Relations (DAR) at the Fund for Johns Hopkins Medicine (FJHM). The Sr. Administrative Coordinator is proactive, anticipates future needs of the VP and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment. Administrative responsibilities include, but are not limited to, answering phones, proactively managing the VP’s calendar, making travel arrangements and itineraries, reconciling travel expense reporting, facilitating communication, entering actions in the Customer Relationship Management (CRM) database system, and other administrative tasks.


The Sr. Administrative Coordinator requires excellent organization and prioritization skills and the ability to manage multiple projects across a number of DAR and FJHM divisions in a varied, fast-paced environment. The Sr. Administrative Coordinator serves in an important and visible role, communicating and interacting with senior leadership (including, but not limited to, DAR/FJHM managers and leadership, the Dean/CEO of Johns Hopkins Medicine, the president of JHHS, the Sr. Vice President for Development and Alumni Relations, vice presidents, provosts, department chairs and faculty) and important external clients (such as trustees, key donors and alumni).


Key responsibilities: 

  • Proactively manage the Vice President’s calendar by routinely scheduling a high volume of complex meetings and appointments, and maintaining a conflict-free calendar. Identify conflicts and work with the VP to reschedule appointments when needed and with minimal notice. Escalate urgent meeting requests and follow up with timely responses.
  • Make all travel arrangements for the VP, including but not limited to airfare, hotel, rental cars, and scheduled meetings. Create itineraries for each trip along with travel folders that provide the specific details needed for the trip, e.g., agendas and briefings.
  • Maintain expert knowledge of the department’s CRM system (Salesforce, “JHAS”) which includes a thorough understanding of central clearance process and development research protocols. Enter data for all prospect and donor activity for the VP to track proposals, actions, visit notes, and stewardship reports, and backup (calls, letters, visits, etc.) for each. Submit data requests and prepare a variety of reports for the VP.
  • Process receipts, coordinate payment of VP’s executive credit card and administrative purchasing card. Coordinate payment to external vendors. Properly document all charges and account for all receipts. Obtain and maintain a thorough understanding of the university’s financial and travel systems including SAP and Concur.
  • Serve as the lead in setting up and breaking down meeting rooms/spaces including ordering food. Plan special events such as all staff luncheons, retreats, receptions, donor lunches and dinners as needed.
  • Order supplies for the VP and secure any other purchasing needs.
  • Work closely with the Executive Specialist to prepare materials for meeting to ensure the VP is properly prepared.
  • Able to manage and prioritize multiple projects simultaneously and effectively in a dynamic, fast-paced environment.
  • Act as a liaison between the VP, and all other DAR/FJHM professional staff, leadership and various other internal and external constituents.


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
  • Superior written and verbal communication skills.
  • High-level proficiency using Microsoft Office Suite and the ability to quickly learn new software.
  • Prior experience using Salesforce or other CRM system preferred.
  • Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a varied, fast-paced environment.
  • Must possess exceptional organizational skills with a high-level attention to detail.
  • Ability to use careful judgment and action to determine priorities.
  • Must possess strong interpersonal and customer service skills.
  • Ability to thrive in a dynamic and fast-paced environment and execute on complex tasks.
  • Prior experience in successfully supporting executive-level leadership.
  • Ability to maintain the highest levels of confidentiality and professionalism and have the ability to develop and maintain sound professional relationships.

 

 

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Senior Administrative Coordinator, The Fund for Johns Hopkins Medicine   
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Minimum: $44,199 - Maximum: $76,752 (targeted salary: $65,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10003217-SOM Admin FJHM The Fund For JH Medicine 
Personnel area: School of Medicine 

 

 

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.
School of Medicine - East Baltimore Campus

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