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Job Req ID:  18801

Sr. Administrative Coordinator

Working Title: Sr. Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 37.5/03/OF 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am-5:00 pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001645-Associate Vice President 
Personnel area: University Administration

 

General Description

 

This position provides joint expert administration support for the Assistant Vice President, Central Fundraising and the Associate Vice President for Development and Alumni Relations (DAR). The Sr. Administrative Coordinator is a crucial part of the Office of the Vice President by working with fellow administrative staff to achieve the most successful results for DAR. This proactive individual anticipates future needs of the AVPs, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced team environment. Responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, maintaining confidential information, and other administrative tasks. The Sr. Administrative Coordinator serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, the president, vice presidents, provosts, deans and faculty) and important external clients (such as trustees, key donors, volunteer leaders and alumni).  

 

Responsibilities

 

  • Manage the daily calendar of the AVPs 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 AVPs.

 

  • Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.

 

  • Keep the AVPs 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 and other meetings; coordinate travel plans and appointments with the Office of the Vice President for DAR as needed.

 

  • Research and/or compile briefing materials, as needed, for meetings to ensure the AVPs are fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.

 

  • Oversee incoming correspondence and requests for the AVPs attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the AVPs. Proofread and edit documents and office communications for approval and signature by the AVPs.

 

  • Obtain a thorough understanding of ALADIN, our internal donor database, in order to maintain data, compile and/or produce reports, and provide information as requested by the AVPs.

 

  • Represent the Office of the Vice President in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.

 

  • Coordinate and submit timely travel expenses and reimbursements for the AVPs. 

 

  • Perform additional duties as assigned.

 

Qualifications

 

High School Diploma/GED and five years related experience required. 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.

Additional related education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

 

 

 

Homewood Campus