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Requisition ID:  115301

Sr Administrative Coordinator

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 4 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.


As a Senior Administrative Coordinator, you will play a crucial role in ensuring the Vice President’s preparedness and readiness for meetings, events, and discussions. You will be responsible for proactively managing the Vice President’s calendar, and facilitating communications. Your role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.


The Senior Administrative Coordinator will provide high-level administrative support assigned by the Vice President or her Executive Specialist. This support includes proactively managing a conflict-free calendar, making travel arrangements, creating itineraries, and reconciling expenses, paying invoices, and handling donor/prospect data entry. The successful candidate will be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Most duties involve sensitive and/or confidential information.


Key responsibilities:

  • Proactively manage the Vice President’s calendar by scheduling complex meetings and events. Meetings may include the President, Provost, Sr. Vice President for Development and Alumni Relations, Deans, and/or University Trustees. Identify conflicts and work with the VP or her Executive Specialist to reschedule appointments when needed. Escalate urgent meeting requests, and follow up with timely responses.
  • Work closely with the Executive Specialist to prepare materials for meetings to ensure the VP is properly prepared.
  • Make travel arrangements for the Vice President. Reconcile travel expenses in a timely and thorough manner. Organize and maintain electronic and hard filing system of financial documentation. Process invoices and ensure adherence to the Vice President’s budget.
  • Create itineraries for each trip along with a travel folder with particulars needed for the trip. I.e., agendas and briefings etc.
  • Obtain a thorough understanding of DAR’s CRM (JHAS) to enter proposals, actions, visit notes, and stewardship reports, and provide information as requested by the Vice President.
  • Acquire a detailed working knowledge of the university’s financial (currently SAP) and travel systems (Concur).
  • Process receipts, coordinate payment of SAVP’s executive credit and administrative purchasing cards. Coordinate payment process to external vendors. Properly document all charges and account for all receipts.
  • Order supplies for the Vice President of Development and secure any other purchasing needs.
  • Serve as the lead in setting up and breaking down meeting rooms/spaces inclusive of ordering food where Vice President is the host.
  • Able to manage and prioritize multiple projects simultaneously and effectively in a dynamic, fast-paced environment.




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 CRM, preferred.
  • 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

 

 

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Sr Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Minimum: $41,437 - Maximum: $71,954 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Mount Washington Campus 
Department name: 10001645-VP Development & Alumni Relations 
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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