Sr. Administrative Coordinator, Associate Vice President of Development

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Sr. Administrative Coordinator, Associate Vice President of Development

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 with four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3-4 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.

This position provides expert administrative support for the Associate Vice President (AVP) for Development and Alumni Relations (DAR). The Sr. Administrative Coordinator is proactive and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment.

Administrative responsibilities include but are not limited to, answering phones, scheduling appointments and travel, reconciling travel expense reporting, providing reports, working in the JHAS database system, maintaining confidential information, and other administrative tasks.

The position will require skills in managing and prioritizing multiple projects across several DAR divisions, including International Programs, in a dynamic, fast-paced environment. The role is important and visible, communicating and interacting with various clients.

Key responsibilities:

General Administrative:

• Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the AVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the AVP.
• Provide project management, administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, all aspects of trip planning and coordination, and calendar coordination and management, and presentation material creation, coordination, and distribution.
• Responsible for correspondence and special reports. Create and develop management narrative and statistical reports for institutional leadership. Compose and edit a wide range of letters including donor proposals, giving statements, and other correspondence for the AVP.
• Develop the agenda and related materials and create professional, accurate, and succinct reports and presentations.
• Plan special events such as all-staff luncheons, retreats, receptions, donor lunches, and dinners as needed.
• Act as a liaison between the AVP and all other DAR professional staff, leadership, and various other internal and external constituents.
• Represent and speak on behalf of the AVP to members of a broader community such as development and alumni relations staff members, donors, and volunteers, including the authority to commit and make some important decisions independently.

Budget and Financial:

• Acquire a working knowledge of the university’s financial system (currently SAP).
• Process receipts, and coordinate payment of AVP’s executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts.

Development Database:

• Maintain knowledge and use of JHAS and Relationship Management systems, including an understanding of the central clearance process and development research protocols. Maintain prospect/donor data entry for AVP in JHAS to track actions. Enter all prospect-related actions and backup (calls, letters, visits, etc.) in JHAS.
• Produce a variety of reports using JHAS.
• Must maintain the highest levels of confidentiality and professionalism and develop and maintain sound professional relationships.
• Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Manages the AVP’s priority projects and initiatives and assists as needed on initiatives in the Schools and Operational Units that fall under the AVP.
• This position may require working outside of normal business hours and/or on weekends.

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 with four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3-4 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.

This position provides expert administrative support for the Associate Vice President (AVP) for Development and Alumni Relations (DAR). The Sr. Administrative Coordinator is proactive and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment.

Administrative responsibilities include but are not limited to, answering phones, scheduling appointments and travel, reconciling travel expense reporting, providing reports, working in the JHAS database system, maintaining confidential information, and other administrative tasks.

The position will require skills in managing and prioritizing multiple projects across several DAR divisions, including International Programs, in a dynamic, fast-paced environment. The role is important and visible, communicating and interacting with various clients.

Key responsibilities:

General Administrative:

• Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the AVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the AVP.
• Provide project management, administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, all aspects of trip planning and coordination, and calendar coordination and management, and presentation material creation, coordination, and distribution.
• Responsible for correspondence and special reports. Create and develop management narrative and statistical reports for institutional leadership. Compose and edit a wide range of letters including donor proposals, giving statements, and other correspondence for the AVP.
• Develop the agenda and related materials and create professional, accurate, and succinct reports and presentations.
• Plan special events such as all-staff luncheons, retreats, receptions, donor lunches, and dinners as needed.
• Act as a liaison between the AVP and all other DAR professional staff, leadership, and various other internal and external constituents.
• Represent and speak on behalf of the AVP to members of a broader community such as development and alumni relations staff members, donors, and volunteers, including the authority to commit and make some important decisions independently.

Budget and Financial:

• Acquire a working knowledge of the university’s financial system (currently SAP).
• Process receipts, and coordinate payment of AVP’s executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts.

Development Database:

• Maintain knowledge and use of JHAS and Relationship Management systems, including an understanding of the central clearance process and development research protocols. Maintain prospect/donor data entry for AVP in JHAS to track actions. Enter all prospect-related actions and backup (calls, letters, visits, etc.) in JHAS.
• Produce a variety of reports using JHAS.

• Must maintain the highest levels of confidentiality and professionalism and develop and maintain sound professional relationships.
• Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Manages the AVP’s priority projects and initiatives and assists as needed on initiatives in the Schools and Operational Units that fall under the AVP.
• This position may require working outside of normal business hours and/or on weekends.

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.
• One year experience in a development office preferred.
• Proficient in MS Office.
• Demonstrated excellent communication skills.
• 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 judgment and action 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.

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Sr. Administrative Coordinator, Associate Vice President of Development
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum: $41,437 - Maximum: $71,954 (targeted salary: $65,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Mount Washington Campus 
Department name: 10001645-VP Development & Alumni Relations 
Personnel area: University Administration 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: .

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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 . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine . 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit  and all other JHU applicants should visit .

The following additional provisions may apply, depending upon 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.

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