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Job Req ID:  113369

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.


This position provides expert administrative support for the Associate Vice President of Campaign Strategy and Engagement (AVP). The Sr. Administrative Coordinator is proactive, anticipates future needs of the AVP and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment.


Administrative responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, reconciling travel expense reporting, providing reports, working in the Relationship Management System database system (JHAS/Salesforce-based), maintaining confidential information, and other administrative tasks.


The Sr. Administrative Coordinator position will require skills in managing and prioritizing multiple projects across a number of DAR divisions in a dynamic, fast-paced environment. The Sr. Administrative Coordinator serves in an important and visible role, communicating and interacting with senior leadership (including, but not limited to, DAR managers and leadership, the president, sr. vice presidents, vice presidents, provost, deans and faculty) and important external clients (such as trustees, key donors and alumni). This position reports directly to the AVP.



Administrative Support:


General Administrative:

  • Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the AVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the and AVP.
  • Provide project management, administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, and presentation material creation, coordination and distribution.
  • Carries out important tasks including developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
  • Responsible for correspondence and special reports. Creates and develops management narrative and statistical reports for institutional leadership.
  • Develop the agenda and related materials and professional, accurate, and succinct reports and presentations.
  • Plan special events and coordinate catering for staff luncheons, retreats, receptions, donor lunches, dinners as needed.
  • Act as a liaison between AVP, and all other DAR professional staff, leadership and various other internal and external constituents.
  • Represent and correspond on behalf of the AVP to members of a broader community such as development and alumni relations staff members, donors, volunteers, including the authority to commit and make some decisions independently. Responsible for resolving problems of significance, answering questions, providing guidance, and disseminating information.


Budget and Financial:

  • Use the SAP financial system and Concur or any future systems connected to finance and travel to manage transactions.
  • Process receipts, coordinate payment of VP’s executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts.


Development Database:

  • Maintain knowledge of the Customer Relationship Management System (CRM), including an understanding of central clearance process and development research protocols. Maintain prospect/donor data entry for AVP in the CRM to track actions. Enter prospect-related actions and backup (calls, letters, visits, etc.) in the CRM.
  • Produce a variety of reports using the RMS.


Other:

  • Maintain the highest levels of confidentiality and professionalism and develop and maintain sound professional relationships.
  • Manage and prioritize multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Manage the AVP’s priority projects and initiatives and assist as needed on initiatives in the Schools and Operational Units that fall under the AVP.
  • Be available to assist and support the Directors of the Schools or Units under the AVP’s management when they do not have adequate support. This support may be short term, during leaves of absence or employment gaps in those areas. Responsibilities might include calendaring and expenses.
  • Assist with the needs of the Campaign Strategy and Engagement Office and the assistant director as needed.
  • Support the meetings of high-level committees including, the Committee on Philanthropy and Engagement of the Board of Trustees, any Campaign Committees, the Donor and Gift Evaluation Committee, etc. Schedule meeting times, send materials and communication, and send follow-up minutes as needed.
  • Support the meetings of the AVP’s Directors (monthly) and the AVP’s full team (quarterly). Find locations, assist with agendas and materials, send communication and meeting invites and follow-up as needed. Assist with catering any snacks, drinks or meals.


Note: This position may require working outside of normal business hours and/or on weekends.




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
  • Successful candidate will have a demonstrated interest in pursuing a career in development and alumni relations. Previous experience holding internships in development and alumni relations preferable.
  • Demonstrated excellent communication skills.
  • Ability to be flexible and composed in rapidly changing situations and to thrive in an extremely fast-paced environment.
  • Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness and diplomacy.
  • Must possess exceptional organizational skills with a high functioning attention to detail.
  • Ability to make independent decisions using careful judgement and action in order to determine priorities.
  • Maintain a high degree of professionalism and confidentiality.
  • Ability to work effectively both independently and as a member of a team.
  • Must possess strong interpersonal and customer service skills.
  • Creativity and curiosity a plus.
  • Willingness to travel domestically for the purpose of donor relations or stewardship, as needed.
  • Must be able to sit for eight hours.
  • Must be able to lift 25 pounds.



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 28 - Maximum: $36.50 (targeted salary: $60,000; commensurate with experience) 
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 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 our employees' 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:
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/.

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 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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