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 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.

The Sr. Administrative Coordinator is a central role with multiple responsibilities supporting the mission of FJHM, a $350 Million fundraising department. This position is responsible for supporting multiple teams (FJHM Finance and Operations, School of Medicine Development and Alumni Relations, FJHM Constituent Engagement and Central Fundraising) in addition to operations across FJHM through strong administrative and project management support. The teams that this position will support are critical throughout the philanthropic process providing both operational and strategic initiatives.

Responsibilities

Administrative and Project Management:

• Provide complex administrative support for the Assistant Vice President (AVP) to assist in leading multiple teams and the Director of FJHM Administration and Operations. Manage AVP’s work calendar for internal and external meetings, conference calls, team meetings, and projects. Serve as a back-up for administrative support of other FJHM leaders in the absence of their administrative support.
  
• Maintain a conflict-free calendar of meetings and appointments and plan travel itineraries, ensuring efficient use of time for the AVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car and schedule meetings for the AVP.
  
• Participate in project work in partnership with the AVP (for example, crafting project plans, presentations, or concept documents) and across teams including mission critical projects such as SoM Reunion and Alumni Weekend and Live the Mission.
  
• Support team meetings by drafting agendas and meeting, projects, and initiative materials
  
• Assist with reimbursements, ordering materials, and any other administrative tasks as assigned.
  
• Responsible for updating Outlook conference calendars and reserving rooms for meetings, making catering arrangements, and organizing materials.
  
• Responsible for updating FJHM Staff Emergency Contact list, FJHM Sr. Staff phone directory and Incident Command Structure for FJHM Business Continuity Plan. Submit copies to FJHM Sr. Management team.
  
• Responsible for updating and distributing FJHM organizational charts, birthday lists and FJHM development staff phone lists.
  
• Manage all FJHM office equipment at 750 E Pratt St including conference room video equipment, postage machines and copiers. Be the primary liaison with equipment vendors. Train all FJHM administrative staff on usage of office equipment.
  
• Responsible for creating and updating FJHM Outlook email groups. Add and delete employees to appropriate Outlook email group. Email DAR Business Services with staff changes for DAR Staff list serv updates.
  
• Responsible for maintaining current information related to Medicine and partner hospital trustees and fundraising staff. This includes liaising with partner hospital leadership to collect updated personnel information, share and maintain relevant JHAS database records, and produce reporting for a variety of reference and analytical projects.
  
• Maintain the FJHM disaster preparedness plan to ensure recovery of critical data. Assist in updating and distributing the FJHM’s Business Continuity Plan.
  
• Manage, maintain, and enhance the FJHM file sharing website (FundNet) to communicate financial reporting, to share important documents, resources and information, and to manage administrative requests to FJHM staff. Manage changes/enhancements to the site, based on feedback from users. Manage the relationships and contracts with internal IT partners and external vendors.
  
• Answering FJHM main phone line and handling inquiries, sorting and distributing incoming mail, reserving conference room space, and submitting maintenance requests through Workspeed, the building management’s online request system.
  
• Develop and maintain a working knowledge of SAP to assist FJHM staff, as needed, with shopping cart purchases, online payment requests, creating expense reports and processing reimbursements.
  
• Assisting with the implementation of FJHM staff engagement strategies, including event planning, coordination and facilitation.
  
• Assist in planning, promoting and executing FJHM Administrative Staff meetings.
  
• Complete special projects as directed for the AVP (for example, draft power point presentations for meetings with leadership, advisory boards or training presentations; analyze trends within and among departments relating to fundraising)
  
• Plan and implement special events including developing and maintaining invitation lists; coordinating mailings; managing RSVPs; staffing events; selecting suitable event space both on and off campus; and interfacing with vendors including caterers, photographers, florists and printers.
  

Financial:

• As needed, assist with processing of charitable gifts (both checks and credit card contributions) within the FJHM check scanning software, JHAS, and Merkle Moore. This responsibility includes the accurate assigning of funds to gift accounts, which may require communication with physicians’ office support staff, budget analysts, and gift-processing staff at the Fund for Johns Hopkins Medicine, the central development office at Homewood, the Annual Giving office at Homewood, and the Treasurer’s office at Homewood.
  

Development/Fundraising Activities:

• Maintain a comprehensive knowledge of JHAS System to track multiple fundraising projects and donors/prospects in the system. Ability to learn and maintain a working knowledge of database procedures including central clearance, research requests, and gift and financial records.
  
• Maintain ability to use computer resources to research information and produce a variety of database reports by department, physician, giving interest, geography, donor/non-donor and to design prospect and donor profiles.
  
• Maintain ability to create mailing lists for solicitation mailings, invitations, newsletters and general correspondence. Organize and assist with solicitation mailings.
  
• Assist with the implementation of special events including developing and maintaining invitation lists; coordinating mailings; managing RSVPs; staffing events; and communicating with vendors including caterers, photographers, florists and printers.
  
• Attend and participate in Fund-wide support staff meetings.

• 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.

• Knowledge of computer networks and Windows applications including Word, Excel, Access, PowerPoint, and Adobe, etc. as well as ability to learn DAR – University-specific databases and computer-based tools, including JHAS (as well as any replacement therefore), Galaxy, and SAP, for management and production of heavy incoming and outgoing paper flow, to prepare presentations and reports, and to manage an efficient office operation.
• Ability to operate a personal computer to access e-mail, a high level of proficiency with Microsoft Word, Excel and PowerPoint and other standard office software, as well as the ability to operate standard office equipment such as copier, fax machine, and scanner.
• Ability to effectively communicate with important donors, alumni, patients, guests, Department chairs, faculty, administrators and professional colleagues over the telephone and in person.
• Ability to work independently, manage and assist with multiple projects simultaneously, determine priorities, and maintain a high degree of professionalism and confidentiality.
• Excellent interpersonal, writing, editorial and verbal communication skills. Strong social skills and ability to work as part of a team. Ability to effectively and professionally communicate with all constituencies through the written and spoken word.
• Strong organizational skills required and ability to manage more than one project simultaneously.
• Excellent analytical and problem-solving abilities, attention to details and accuracy, and some knowledge and understanding of accounting theory and practices.
• Ability to work in a dynamic, fast-paced environment.
• Knowledge of Johns Hopkins Medicine and/or development operations highly desirable.

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: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Sr. Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Minimum: $21.00 -- Maximum: $36.50 (targeted salary: $57,000; 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 

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

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