Sr Administrative Coordinator

1 month ago

Baltimore, United States Johns Hopkins University Full time

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 most/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 making travel arrangements, reconciling travel expenses, providing reports, working in the CRM (JHAS), 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: Administrative Support: 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, and administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, and presentation material creation, coordination, and distribution. Prepare 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 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: Proficiently use the university’s financial system (currently SAP) to process external vendor. Process receipts, and coordinate payment of AVP’s executive credit card and administrative purchasing card using the Concur system. Properly document all charges and account for all receipts. Development Database: Expertly utilize JHAS to maintain prospect/donor data entry for AVP, and to track actions. Enter all prospect-related actions and backup (calls, letters, visits, etc.) in the system. Learn about the central clearance process and development research protocols. Produce a variety of reports using JHAS. Maintain the highest level of confidentiality and professionalism and develop and maintain sound professional relationships. Efficiently and effectively manage and prioritize multiple projects simultaneously. Manage the AVP’s priority projects and initiatives and assist as needed on initiatives in the Schools and Operational Units that fall under the AVP. Note: This position may require working outside of normal business hours and/or 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 preferred. Proficiency using MS Office. Excellent written and verbal 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 Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Minimum: $41,437 - Maximum: $71,954 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 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.

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