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Job Req ID:  59956

Sr. Administrative Coordinator

OFFICE AND BLOOMBERG SCHOOL OVERVIEW

The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration.

 

The Finance and Administration team provides business operations support and includes administrative, finance, human resources, development services, project management and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.

 

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.

 

 

GENERAL SUMMARY/ PURPOSE STATEMENT

The Sr. Administrative Coordinator will provide high-level administrative support for complex projects, assigned by the Associate Dean for Development and Alumni Relations and the Sr. Administrative Manager.  Reporting to the Sr. Administrative 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, travel, preparing correspondence to donors, prospects, and constituents, and composing and editing reports and other written materials on behalf of the Associate Dean.  This position also provides administrative support to the Sr. Administrative Manager.

 

 

SPECIFIC DUTIES AND RESPONSIBILITIES

 

Supporting the Associate Dean for Development and Alumni Relations

  • Provide high level administrative support to the School’s Health Advisory Board, by:
    • Attending periodic meetings to discuss communications strategy and solicitations and update project management system with actions.
    • Maintaining relationships with board members’ through their assistants
    • Coordinating orientation meeting for new board members and the process to transition off members whose terms have ended.
    • Updating board member biographical information and tracking members’ terms, yearly giving and commitments (with Sr. Development Coordinator).
    • Capturing actions, proposals, and cycles in the relationship management system.
    • Confirming cycles for annual DSIF gift for all members.
    • Draft PowerPoint presentations for the Associate Dean’s reports
    • Maintaining and updating member directory and biographical summaries
    • Finalizing and mailing annual solicitations letter and follow-up communications.
    • Updating website with agenda, presentations, minutes, and meeting materials
    • Preparing for subcommittee meetings by scheduling calls, creating agendas, and recording minutes.
    • Creating and disseminating engagement reports.
    • Managing post-meeting follow-ups and thank you notes.
    • Drafting, finalizing, and distributing the monthly newsletter.
    • Developing and distributing periodic member surveys.
  • Proactively manage special projects for the Associate Dean which require sophisticated presentations and reports, create project timelines which includes setting deadlines, communicating with OEA staff, locating data, compiling drafts, and preparing final reports. 
  • Manage domestic and international development trips and donor/prospect visits for the Dean and Associate Dean (e.g., transportation, hotel, travel visas, itineraries, directions and packets/gifts), contact organizations, donors, prospects, and dignitaries to schedule appointments, create meeting agendas, and serve as domestic point of contact.
  • Represent the Associate Dean with the University, School, donors, prospects, organizations, agencies, and groups.
  • Prepare agendas, briefings 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 chairs, faculty, staff, or students.
  • Proactively manage the Associate Dean’s electronic calendar for meetings by responding to incoming and outgoing invitations, exercising independent judgment, and making independent decisions based on an understanding of projects and priorities, realigning the Associate Dean’s calendar as priorities change.
  • Ensure that the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters.
  • Resolve issues and prioritize items which require the Associate Dean’s immediate attention.
  • Regularly handle highly confidential materials, both in writing and with sensitive conversations that often require independent judgment and action.
  • Collect, collate, and summarize materials for the Associate Dean's use in a variety of settings.
  • Compose correspondence to be sent under the Associate Dean’s signature.
  • Review correspondence created by External Affairs staff for the Associate Dean’s signature.
  • Proactively enter critical donor/prospect information, visit notes, updates, and stewardship visits into RM/ALADIN (in the development database).
  • Monitor and update the annual operational plan, project, and strategic goals process by tracking and monitoring progress.
  • Submit travel and business expense reimbursements using Concur.
  • Participate in finance and administration team special projects.

 

Supporting the Sr. Administrative Manager

  • Proactively maintain and manage scheduling needs for the Sr. Administrative Manager by arranging meetings. Regularly review and reschedule appointments as necessary to avoid meeting conflicts.
  • Arrange meeting spaces, and technology as needed.
  • Schedule interviews and prepare itineraries for candidates being considered for vacant positions and communicate with candidates as needed.
  • Schedule OEA all-staff meetings, reserve rooms, coordinate meals as appropriate, and coordinate guest speakers.
  • Work with the staff recognition committee to schedule engagements events.
  •  Schedule development leadership team meetings (DELTA), and capture notes and follow-up on pending actions.
  • Schedule External Affairs leadership meetings and retreats including securing meeting locations and ordering meals as appropriate.

 

This position will work independently with regular meetings with the Associate Dean for Development and Alumni Relations, and the Sr. Administrative Manager. This is a highly visible position.  Most duties are of a sensitive and or confidential nature.  The successful candidate must demonstrate careful judgment and a high level of discretion in an extremely busy environment.  Inter- and intra-office communication and teamwork skills are critical.

 

All applicants must submit cover letter and resume.

 

MINIMUN QUALIFICATIONS (mandatory):

High school diploma required.  Five years progressively responsible administrative experience required.  Additional education may be substituted for required experience to the extent permitted by the JHU equivalency formula.

 

PREFERRED QUALIFICATIONS:

Special knowledge, skills, and abilities

Excellent written and oral communication skills required as well as high-level decision making and an attention to detail abilities.  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 is required.

 

Technical qualifications or specialized certifications

Exceptional computer skills with high-level proficiency using Microsoft Office software required. 

 

Any specific physical requirements for the job: Candidates must be able to transport materials to on-campus meeting locations and prepare the meeting spaces.

Supervisory responsibility: None

Budget Authority: None

 

 

Classified Title: Sr. Administrative Coordinator 
Working Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 05-MD:School of Public Health 
Department name: 10001027-Assoc Dean for External Affairs Off of 
Personnel area: School of Public Health

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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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