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Administrative Coordinator

Johns Hopkins University
United States, Maryland, Baltimore
3400 North Charles Street (Show on map)
August 26, 2022
Administrative Coordinator General summary/purpose: The Administrative Coordinator provides high-level administrative and development support to 2 - Senior Associate Directors of Development in the Office of External Affairs at the Krieger School of Arts and Sciences. This includes calendar management and travel management, along with playing a key role in the production of development reports, drafting donor bios and briefings, and the office's gift acknowledgment process through the production of meaningful, personalized correspondence. Specific duties & responsibilities: Calendaring/Travel Arrangements: Maintain conflict-free electronic calendar for both Senior Directors of Development which may include arranging complicated meetings with deans, department chairs, faculty, staff, donors and prospects. This may include reserving rooms, ordering catering, and requesting audio/visual equipment. Proactively manage tasks, prospects, and priorities for the Senior Associate Directors of Development to properly prepare for upcoming meetings, visits, and events, including making travel arrangements and providing background information on donors/prospects using information generated from ALADIN and independent research. Collaborate with both of the Senior Associate DoD to prepare briefings for donor visits and gift-officer driven events for the Dean and the President using resources such as ALADIN, donor files and internet-based research. Meeting with the Senior Associate DoDs after trips to determine if donor actions need to be entered in to ALADIN and ensuring those actions are entered in a timely manner. Gathering and providing donor visit, cultivation and solicitation information on a monthly basis to the Senior Administrative Coordinator for the preparation of the President's memo. Track and submit travel receipts associated with the Executive Card to be submitted in Concur and process personal reimbursements for JHU business expenses. Correspondence: Draft highly personalized letters to acknowledge gifts and pledges from the school's leadership-level donors which includes university trustees and divisional advisory board members. Reviewing gift log to ensure gifts are linked to gift officers. Draft letters and memoranda, prepare final edits, and mail or distribute to appropriate individuals, both internally and externally. Perform mail merge projects from standard letters and correspondence. Reporting: Preparing monthly portfolio reports for the Senior Associate DoDs to review most recent donor actions. Pulling stewardship reports out of ALADIN/RM to assist the the Senior Associate DoDs with meeting stewardship goals. Assemble, manipulate and format documents and reports and regularly update prospect and donor data in ALADIN and Relationship Management (RM). Submitting donor research reports from Business Services as needed. Maintain a knowledge of the Senior Associate DoDs planned solicitations in order to help prepare necessary reports and update proposals in ALADIN. Working with the Senior Development Coordinator to master software and applications such as ALADIN, Galaxy - BI, Excel, and the internet to research and compile information regarding donors. Other: Function as a part of the administrative team as needed for larger group projects and assignments. Other duties as assigned On an infrequent basis, the candidate may be asked to work on nights and/or weekends to support office events and other time-sensitive initiatives. This position requires candidate to be within commuting distance of the Homewood campus. Minimum qualifications (mandatory): High School Diploma/GED required. Three years administrative/office experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Preferred qualifications: Bachelor's degree preferred. Special knowledge, skills, and abilities: Candidate must be proactive and effective when working independently and as part of a team. Must be capable of maintaining a high degree of professionalism and confidentiality at all times. Must adapt and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment. Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously. Strong interpersonal and written communication skills required. Candidate must be able to create original correspondence, such as letters, memos, reports, and briefings. Must be able to communicate effectively at all levels of the organization and with external contacts such as donors and alumni. Strong problem-solving and multi-tasking skills are required Must be service-oriented, discrete and behave ethically at all times. Technical qualifications or specialized certifications: Microsoft Office and moderate to strong Word and Excel proficiency. Any specific physical requirements for the job: None Supervisory responsibility (indicate the number and type of persons supervised by incumbent): None Budget authority (indicate dollar amount of budget managed and type/level of authority): None 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: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Employee group: Full Time Schedule: M-F 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001349-Development Personnel area: School of Arts & Sciences The successful candidate(s) for this position will be subject to a pre-employment background check. 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. Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled. EEO is the Law Learn more: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrative-Coordinator-MD-21218/894993900/ jeid-52daedc4de683d468f876d759c909b2f