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Job Req ID:  14453

Administrative Coordinator

                     Johns Hopkins University

The Paul H. Nitze School of Advanced International Studies

 

Classified Title:  Administrative Coordinator                        FLSA:  Non-Exempt         

Working Title:    Administrative Coordinator                        Role/Level/Range:   ATO/2/OE

Department:   Development and Alumni Relations            Status/Hrs:   FT/37.5

Reports to:  SAIS Associate Dean for Development and Alumni Relations                                                                                                                                                                                      

 

Position Purpose

The Administrative Coordinator will report directly to the Associate Dean for Development and Alumni Relations and will assist all development and alumni relations staff members and provide administrative/office management support.  Requires a high level of independent thinking, attention to detail, flexibility, excellent computer skills, and the ability to thrive in an extremely fast-paced environment.

 

Key Accountabilities

Administrative Assistance for Associate Dean and Directors: 

Make travel and hotel reservations;

Schedule appointments and maintain calendars;

 

DAR Office Management:

  • Greet guests, answer phones, circulate mail and make copies etc.;
  • Schedule conference room usage;
  • Coordinate staff meetings, prepare meeting materials and agendas for the DAR office;
  • Order supplies and track invoice payments;
  • Prepare and submit accounts payable and purchasing paperwork;
  • Ensure that expenses are reimbursed for members of the DAR office;
  • With the Associate Dean, audit the DAR Central budget on a quarterly basis to ensure that resources are being allocated appropriately.
  • Utilize the Johns Hopkins development Aladin database. Responsible for creating, maintaining and updating donor and prospect records, inputting visit notes provided by the DAR team.

 

Manages the office activities which include exercising independent judgment in resolution of administrative problems which includes interpreting and communicating operating policies and procedures;

 

Perform other duties as assigned. 

 

Computer & Other Special Needs for Position

Computer 90%, Fax machine 5%, copier 25%.  Proficiency with Microsoft Word, Excel, Aladin, Access and PowerPoint, Email, the internet, SAP.

 

 

Degree of Independent Action Performed

Ultimate decision making authority rests with the associate dean.  This position will operate with only moderate supervision and requires independent action and judgment when the associate dean is unavailable to solve problems or address issues that require immediate attention

 

 

Internal & External Contacts

Frequent Contact with SAIS and JHU administrative and academic offices. External contact could include visiting professors, outside organizations and visitors.

 

Position Requirements

Skills & Knowledge:

  • Excellent customer service skills, strong oral and written communication skills
  • The ability to interact with multiple and diverse constituents
  • Excellent organizational skills, strong attention to detail, good judgment, flexibility and the ability to multi-task and work on multiple projects effectively is required.

  • Must have excellent computer skills to include Microsoft Word, Excel, Access and Power Point.

  • Should be knowledgeable of web page management tools.

  • An interest in International Relations would be a plus.

Experience:

  • 3 or more years of previous administrative experience is required.
  •  Experience in an academic environment a plus but not required

Education:

  • High School/GED required.
  • A Bachelors degree or equivalent experience is preferred

 

 

Additional Requirements

 

Physical Requirements:

  • Ability to sit in a normal seated position for extended periods of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard.
  • Communication skills using the spoken word.
  • Ability to see with normal parameters.
  • Ability to hear within normal range.

 

 

JH at SAIS - Washington DC