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Job Req ID:  20416

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: 10001349-Development 
Personnel area: School of Arts & Sciences


General Description


The Senior Administrative Coordinator will provide high-level administrative support for complex projects, assigned by the Associate Dean for the Krieger School of Arts and Sciences Office of External Affairs. Reporting to the 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, conferences, travel, preparing correspondence to all levels of internal and external constituents, composing and editing reports and other written materials on behalf of the Associate Dean.


Specific Duties and Responsibilities


Calendar Management/Travel


  • Proactively manage the Associate Dean’s and Dean’s (for Development-related activities) electronic calendar for meetings, incoming and outgoing invitations, and frequent meeting requests exercising independent judgement and making independent decisions based on an understanding of projects and priorities, and realign the Associate Dean’s calendar as priorities change.
  • Ensure the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas and subject matters.
  • Prepare agendas 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 and staff and can include identifying a proper location for the meeting and assessing what audio/visual will be needed.
  • Manage domestic and possibly international development trips and donor/prospect visits for the Dean and the Associate Dean (e.g. transportation, hotel, travel itineraries, directions, packets, and gifts), contact organizations, donors and prospects to schedule appointments, create meeting agendas and serve as the point of contact practicing appropriate protocol.
  • Serve as main point of contact with the Dean’s and the President’s office for all briefings associated with events or donor visits.
  • Submit travel and business expense reimbursements using SAP.


Advisory Board


  • Update the Board’s directory on an annual basis by communicating with members to gather information and materials and refreshing bios and photos.
  • Arrange the new member orientation program which includes scheduling meetings with the Dean, Vice Deans and various faculty, finalizing minutes and tracking next steps in coordination with the Director of Constituent Engagement.
  • Track Advisory Board RSVPs and actions for Advisory Board and Committee meetings; provide follow-up with non-responders.
  • Record minutes for the Advisory Board meeting and distribute to attendees and non-attendees.
  • Oversee the gathering, production and distribution of all materials for the Advisory Board meeting.
  • Provide event support for Advisory Board and Committee meetings.
  • Comprehend the sensitive nature of how the Office of External Affairs communicates with the individual members of the Advisory Board.
  • Manage the communication plan in coordination with the Director of Constituent Engagement to the Advisory Board.


Correspondence and Written Materials


  • Proactively manage special projects for the Associate Dean which requires sophisticated presentations and reports, creating project timelines, communicating with Office of External Affairs staff, locating data, compiling drafts and preparing final reports.
  • Compose electronic and written correspondence to be sent under the Associate Dean’s and signature.
  • Proofread and edit all correspondence and proposals by members of the staff for the Associate Dean’s and Dean’s signature and approval.
  • Regularly handle highly confidential materials, both written and sensitive conversations that require independent judgement and discretion.
  • Collect and prepare professional, accurate and succinct written and other materials for the Associate Dean’s use in a variety of ways.


Miscellaneous Duties


  • Proactively manage critical donor/prospect information, visit notes and updates, and stewardship visits into RM/ALADIN (development database).
  • Represent the Associate Dean with the School, University, and internal and external constituencies.
  • Work as a member of the Office of External Affairs staff on special project and events as assigned.
  • Other duties as requested.


Minimum Qualifications:


  • 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:


  • A bachelor’s degree
  • Experience in higher education and/or development


Special Knowledge, Skills & Abilities:


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


This position will work independently with regular meetings with the Associate Dean for the Office of External Affairs and the Administrative Manager. This is a highly visible position. Most duties involve sensitive and confidential information. The successful candidate must demonstrate careful judgment and a high level of discretion in an extremely busy environment. Inter- and intra-personal and teamwork skills are critical.


Technical qualifications:


Demonstrated computer proficiency in Microsoft Office (Word, Excel, and Outlook) and presentation software (PowerPoint) required.




Homewood Campus