Job Information
Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland
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 that 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.
The Office of Strategic Initiatives within Johns Hopkins Development & Alumni Relations is responsible for partnering with the offices planning and coordinating institutional initiatives that are supporting through institutional funds and philanthropic contributions.
This position requires a highly professional and organized individual to manage specialized projects, communications, and administrative duties for the Office of Strategic Initiatives in Development and Alumni Relations (DAR). The Sr. Administrative Coordinator will manage complex projects, daily operations, and provide high-level support to the Executive Director of Strategic Initiatives as well as members of the broader team. This support includes regular communication and correspondence with senior leadership at JHU and other donors, as well as patients, faculty, and students. The Sr. Administrative Coordinator will be responsible for drafting and editing regular communications, event planning, and general administrative duties including drafting correspondence, scheduling, reconciling travel expenses, paying invoices, and data entry. The successful candidate will be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Most duties involve sensitive and/or confidential information. This position reports to Executive Director of Strategic Initiatives. The individual in this position exercises independent judgment in the resolution of administrative challenges and performs under pressure with a high degree of accuracy, diplomacy, and confidentiality.
Specific Duties and Responsibilities
Office Operations
Manage workflow for a fast-paced team dedicated to partnering on institutional initiatives.
Manage budgets and resources, process receipts, coordinate payment for external vendors, and properly document all charges and accounts for receipts.
Serve on various working groups and committees as needed, providing high-level support.
Gain proficiency in all the resources available to report and update information to key donors.
Create and distribute agendas for staff and working group meetings; coordinate follow-up communications with participants.
Maintain calendars for all members of team by scheduling meetings and appointments and planning travel itineraries. Arrange all aspects of travel, including airfare, hotel, and meeting scheduling.
Order supplies, materials, and equipment as needed.
Events & Project Management
Establish goals, timelines, and deliverables for various high-level projects, including events, meetings for senior leadership, including the Sr. Vice President for Development and Alumni Relations.
Staff and provide support in the planning of events and experiences, including creating itineraries, invitations, managing RSVP lists, and ordering and managing catering for events.
Occasional travel.
Communications
Create production schedules and outlines for ongoing stewardship reporting (8 reports per year), being sure to proactively prepare materials for colleagues with ample time ahead of each report deadline.
Play an active role in drafting and editing reports.
Using Adobe InDesign, outline and design final report(s) for distribution.
Data Management & Reporting
Obtain a thorough understanding of CRM and other database resources in order to maintain data, compile and/or produce reports, and provide information as requested.
Manipulate and navigate various data sources and work with team to visualize and present results to various audiences, including JHU leadership and donors.
Note: This position will occasionally require working outside of normal business hours and/or weekends.
Minimum Qualifications
High School Diploma or graduation equivalent required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Three years related experience required.
Preferred Qualifications
Bachelor’s degree preferred.
Superior organizational and writing skills, including the ability to draft original materials.
Events experience, including planning, managing, and staffing.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe InDesign and the ability to learn new software (Asana a plus).
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.
Strong desire to associate with Johns Hopkins University and to champion the mission and values of the institution and our organization.
Must be able to lift 25 pounds.
Knowledge of Johns Hopkins University and/or development operations is highly desirable.
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 - Maximum: $36.50 (targeted salary: $58,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Mount Washington Campus
Department name: 60009052-Office of Strategic Initiatives
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 (https://diversity.jhu.edu/roadmap-on-diversity-and-inclusion/) .
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 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 on 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.
Note: Job Postings are updated daily and remain online until filled.
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.