Senior Administrative Coordinator

4 weeks ago

Baltimore, Maryland, United States Johns Hopkins University Full time
Job Summary

We are seeking a highly skilled and experienced Principal Administrative Specialist to provide exceptional support to the Associate Dean for Development and Alumni Relations at Johns Hopkins University. This is a unique opportunity to join a dynamic team and contribute to the success of the Office of External Affairs.

Key Responsibilities
  • Represent the Associate Dean with the University, School, donors, prospects, organizations, agencies, and groups, managing special projects and ensuring the Associate Dean is fully prepared for meetings.
  • Oversee the maintenance of the Associate Dean's calendars, coordinate meetings and committees, schedule appointments, resolve scheduling conflicts, and prioritize requests.
  • Coordinate scheduling, development, and distribution of the monthly departmental meetings.
  • Carry out critical and strategic projects in conjunction with other team or committee members, including developing plans, timelines, and milestones.
  • Anticipate and problem-solve issues and concerns impacting the Associate Dean.
  • Manage communications from the Associate Dean and the department, preparing and overseeing drafts of communications, announcements, letters, and memos.
  • Responsible for generating presentations, preparing briefings, developing meeting agendas, taking minutes, conducting necessary follow-ups, and briefing the Associate Dean.
  • Assist the Associate Dean with budget management and tracking, ensuring accurate and timely financial reporting.
  • Demonstrated ability to work productively independently and as part of a team.
  • Must be solution-oriented and have well-developed organizational skills, advanced communication skills, excellent problem-solving skills, time management skills, and experience managing multiple projects/tasks with conflicting deadlines.
Additional Responsibilities
  • Support the BSPH Health Advisory Board, providing high-level administrative support, maintaining a roster of members, anticipating membership expiration dates, and coordinating elections.
  • Responsible for preparing agendas and minutes for the HAB, generating presentations, preparing briefings, developing meeting agendas, taking minutes, conducting necessary follow-ups, and briefing the Associate Dean.
  • Attend periodic meetings to discuss communications strategy and solicitations and update project management systems with actions.
  • Maintain relationships with board members through their assistants.
  • Coordinate orientation meetings for new board members and the process to transition off members whose terms have ended.
  • Capture actions, proposals, and cycles in the relationship management system.
  • Maintain and submit donor risk reviews for Associate Dean's donors/prospects for all Health Advisory Board members and their spouses.
Requirements
  • Bachelor's degree.
  • Five years in providing high-level expertise.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
  • Seven years' experience in support of academic, business, research, and/or development.
  • Previous work experience in administration at a higher education institution with a strong customer service orientation.
  • Knowledge of JHU policies, procedures, and administrative/financial systems.
  • Extensive and advanced knowledge of Microsoft Office software.
  • Advanced proficiency with Trello, PowerPoint, Database Management, and Excel.

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