Administrative Supervisor

10 hours ago

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

We are seeking an experienced Administrative Supervisor to join our team at Johns Hopkins University. This role will oversee and lead the administrative operations in the Central Office for Development and Alumni Relations, providing support to leaders and fundraisers in ensuring successful moves management of prospects and donors.

Key Responsibilities
  • Lead a team of two development coordinators, fostering a healthy team environment by hiring, supervising work, developing, mentoring, and coaching the staff.
  • Plan and facilitate monthly team and 1:1 meetings to ensure group and individual needs are met and information is exchanged.
  • Complete mid-year and annual-reviews for coordinators in collaboration with their principals, identifying professional development opportunities and maintaining clear communication with the principals to establish a matrixed management culture.
  • Use independent judgment to resolve administrative issues by identifying cause and effect, implementing corrective actions, and when appropriate, involving the appropriate directors or senior leaders.
  • Successfully interpret and implement university policies and procedures for consistent administrative tasks and activities.
  • Monitor and approve weekly timesheets for direct reports, approve vacation requests, and coordinate coverage to ensure consistent support is available.
  • Cross-train staff for deployment to other teams during administrative staff turnover, absences, and shortages for special project completion.
  • Advise hiring managers and facilitate professional development for coordinators across Development and Alumni Relations.
  • Develop competency model and assessments for prospective coordinator hires.
  • Partner with hiring managers and TMHR by serving on search committees for coordinator hires.
  • Collaborate with TMHR and managers to develop and implement coordinator-specific onboarding programs and resources.
  • Provide input for start-partner assignments for new coordinators hired and mentor pairings with DAR.
  • Represent the administrative team in department meetings to advocate for its needs.
  • Stay abreast of JHU changes to business and administrative processes and promptly communicate to team and affected staff.
  • Partner with TMHR training team to identify and recommend trainings for administrative skill enhancement.
  • Work closely with TMHR HR Manager to advise on coordinator staffing size for teams and assignments for reorganizations and talent planning.
  • Relaunch and lead the coordinator roundtable group, comprised of all coordinators across the organization, identifying and inviting guest speakers who will educate and share information that impact them.
Administrative Support
  • Manage coverage for and/or provide direct interim support where there are administrative support vacancies at leadership level.
  • Proactively manage the electronic calendars for the Executive Director of Development and the Sr. Associate Director of International Programs.
  • Utilize the Concur system to arrange travel, including air/train fare, hotel, and rental car, and submit reimbursements upon completion of trips that may include meals and entertainment.
  • Ensure the Executive Director is fully prepared for meetings by proactively compiling research on meeting content and agendas.
  • Regularly review and coordinate schedules for conflict-free calendars and prepare materials for complex meetings.
  • Utilize JHAS to enter actions and proposals and retrieve and interpret fundraising progress reports.
Requirements
  • 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

The number and complexity of sophisticated donors, and the fast pace of the Development and Alumni Relations organization require a high level of independent thinking, attention to detail, organization, flexibility, advanced computer skills, and excellent written and verbal communication skills.

This position requires advanced-level maturity in liaising and advising leaders at various levels of the organization.

All applicants are expected to uphold the university's core values, including diversity and inclusion, treating people with dignity and respect, and demonstrating an open-minded approach to understanding people regardless of their background.

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