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Job Req ID:  107229

Senior Administrative Coordinator

The Senior 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.


Specific Duties & 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 Dean or Associate Deans 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 a point of contact with the Dean’s and the 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 SAP financial system.
  • Process receipts 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 and materials and refreshing bios and photos.
  • Track Advisory Board RSVPs and actions for 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 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 and signature.
  • Regularly handle highly confidential materials, both written and sensitive conversations that require independent judgment 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 Duties:

  • 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 projects and events as assigned.
  • Other duties as requested.


Other:

  1. Function as a part of the administrative team as needed for larger group projects and assignments.
  2. On an infrequent basis, the candidate may be asked to work on nights and/or weekends to support office events and other time-sensitive initiatives.
  3. This position works three days on campus and two remote days.


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
  • A bachelor’s degree
  • Experience in higher education and/or development


Special Skills & Knowledge:

Excellent written and oral communication skills are required as well as high-level decision-making skills and attention to detail. Qualified candidate must be a team player with the ability to work independently and have exceptional organization, time management and interpersonal skills. Demonstrated writing and editing skills are required.


This position will work independently with regular meetings with the Associate Dean for the Office of External Affairs and the Administrative Manager. This is a highly visible position. Most duties involve sensitive and confidential information. The successful candidate must demonstrate careful judgment and a high level of discretion in an extremely busy environment. Inter- and intra-personal and teamwork skills are critical.


Technical Qualifications:

Demonstrated computer proficiency in Microsoft Office (Word, Excel, and Outlook) and presentation software (PowerPoint) required.


Any specific physical requirements for the job: None


Supervisory responsibility (indicate the number and type of persons supervised by the incumbent): None


Budget authority (indicate the dollar amount of budget managed and type/level of authority): None


All applicants are expected to uphold the university’s core values which includes diversity and inclusion. In the Office of External Affairs, 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: Sr. Administrative Coordinator 
Working Title: Senior Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min: $39,780 - Midpoint: $54,600 - Maximum: $69,615 
Employee group: Full Time 
Schedule: Monday-Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: 01-MD:Homewood Campus 
Department name: 10001471-Development and Alumni Relations 
Personnel area: Whiting School of Engineering 

 

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 the 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/migrated_files/employers/poster_screen_reader_optimized.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. 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Homewood Campus