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Requisition ID:  118279

Senior Administrative Coordinator

Development and Alumni Relations (DAR) supports Johns Hopkins' focus on research, teaching, patient care, and its role as a national and global leader in higher education. W 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, staff, students, and patients. 


The Whiting School of Engineering (WSE) Development and Alumni Relations (DAR) office helps Johns Hopkins realize its mission of providing knowledge for the world by communicating the successes and priorities of the Johns Hopkins Institutions.


The Sr. Administrative Coordinator will provide high-level administrative support for the Associate Dean of External Relations at the Whiting School of Engineering. Reporting to the Development Operations Manager, this position serves as the chief representative and point of contact for the Associate Dean 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 Associate Dean and special projects for the Associate Dean.


Key responsibilities: 

Calendar Management/Travel: 

  • Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the Associate Dean
  • Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the Associate Dean
  • Ensure the Associate Dean 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, which may include the Associate Deans or Dean of the school, the Associate VP for Development, academic department heads, faculty and staff, and can include identifying a proper location for the meeting and assessing what audio/visual will be needed
  • Plans special events such as all-staff luncheons, retreats, receptions, donor lunches, and dinners as needed
  • Serve as point of contact with the Dean and President's office for briefings associated with events or donor visits 
  • Prepare briefings and other materials for the Associate Dean and Dean's donor and prospect meetings 

Budget and Financial: 

  • Will need to acquire a working knowledge of the SAP financial system 
  • Process receipts and coordinates payment of Associate Dean's executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts

Advisory Board:

  • Update the Board's directory on an annual basis by communicating with members to gather information, materials, bios, and photos 
  • Track Advisory Board RSVPs and actions for the Advisory Board and Committee meetings, provide follow-up with non-responders 
  • Provide event support for biannual Advisory Board meetings, in conjunction with the Associate Dean and Director of Constituent Engagement

Correspondence and Written Materials:

  • Proactively manage special projects for the Associate Dean, which requires sophisticated presentations and reports, creating project timelines, communicating with the Office of External Relations staff, locating data, compiling drafts, and preparing final reports 
  • Compose electronic and written correspondence to be sent under the Associate Dean's signature
  • Regularly handle highly confidential materials, both written and sensitive conversations that require independent judgement and discretion
  • Collect and prepare professional, accurate, and succinct written and other materials for the Associate Dean's use in a variety of ways 

Miscellaneous: 

  • Proactively manage critical/donor prospect information, visit notes and updates, and stewardship visits into RM/ALADIN (development database)
  • Represent the Associate Dean with the school, university, and internal and external constituencies 
  • Work as a member of the Office of External Relations staff on special project and events as needed 
  • On an infrequent basis, the candidate may be asked to work on nights and/or weekends ti support office events and other time-sensitive initiatives 
  • Other duties as assigned 


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
  • Bachelor's degree
  • Experience in higher education/development 
  • Excellent written and oral communications kills, high level decision-making skills and an attention to detail
  • Team player with the ability to work independently and has exceptional organization, time management, and interpersonal skills
  • Demonstrated writing and editing skills
  • Careful judgement and high level of discretion
  • Demonstrated computer proficiency in Microsoft Office ( Word, Excel and Outlook)


 

 

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Senior Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Minimum: $41,437 - Maximum: $71,954 (targeted salary: $57,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus 
Department name: 10001471-Development and Alumni Relations 
Personnel area: Whiting School of Engineering 

 

 

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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