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 an in-person work arrangement with an onsite presence of 5 days per week.
This position provides joint expert administration support for the Senior Advisor and the Office of the Senior Vice President for Development and Alumni Relations (DAR). The Sr. Administrative Coordinator is a crucial part of the Office of the Senior Vice President by working with fellow administrative staff to achieve the most successful results for DAR. This proactive individual anticipates future needs of the Sr. Advisor and SVP, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced team environment.
The Sr. Administrative Coordinator serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, the offices of the president, vice presidents, provosts, deans and faculty and the DAR executive team) and important external relationships (such as trustees, donors and alumni). Responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, maintaining confidential information, and other administrative tasks. This position will be onsite.
Responsibilities:
- Manage the daily calendar of the Sr. Advisor by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Sr. Advisor.
- Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials with internal and external constituents, as needed.
- Keep the Sr. Advisor on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
- Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with the Office of the Senior Vice President.
- Research and/or compile briefing materials, as needed, for meetings to ensure the Sr. Advisor is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations. Assure that materials are accessible in a timely manner and kept confidential.
- Manage the office procurement card and expenses. Serve as primary office member to pay office related invoices and expenses.
- Obtain a thorough understanding of JHAS, our internal DAR database, in order to maintain data, compile and/or produce reports, gift processing, and provide information as requested by the Sr. Advisor.
- Represent the Office of the Senior Vice President in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
- Coordinate lunch meetings including set up, ordering and break down.
- Schedule and maintain huddle rooms and assist with scheduling for internal and external constituents. Sort and distribute all mail and be the point of contact for all office needs.
- Coordinate and manage interview schedules and logistics in collaboration with HR.
- Serve as a primary back-up for all administrative support for the Executive Assistant for the Senior Vice President.
- Plan and prepare team events such as team gatherings.
- Coordinate other services in the Office of the Senior Vice President.
- Perform additional duties as assigned.
Note: This position will require some work outside of normal business hours and/or weekends.
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.
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
- Bachelor’s degree preferred.
- Experience should be in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
- Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint is preferred. Excellent planning, organizational, communications, phone and interpersonal skills are preferred.
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 ($54,000 budgeted; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: 10001630-Sr. VP Development & Alumni Relations
Personnel area: University Administration