Senior Administrative Coordinator

Development and Alumni Relations (DAR) supports Johns Hopkins focus on research teaching patient care and its role as a national and global leader in higher education. W 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 staff students and patients.

The Whiting School of Engineering (WSE) Development and Alumni Relations (DAR) office helps Johns Hopkins realize its mission of providing knowledge for the world by communicating the successes and priorities of the Johns Hopkins Institutions.

The Sr. Administrative Coordinator will provide high-level administrative support for the Associate Dean of External Relations at the Whiting School of Engineering. Reporting to the Development Operations Manager this position serves as the chief representative and point of contact for the Associate Dean with respect to scheduling monitoring and tracking project results and deliverables conferences travel preparing correspondence to all levels of internal and external constituents composing and editing reports and other written materials on behalf of the Associate Dean and special projects for the Associate Dean.

Key responsibilities:

Calendar Management/Travel:

• Maintain a conflict-free calendar of meetings and appointments and plan travel ensuring efficient use of time for the Associate Dean
• Arrange all aspects of travel including but not limited to airfare hotel rental car and scheduled meetings for the Associate Dean
• Ensure the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content agendas and subject matters
• Prepare agendas and other materials and coordinate scheduling for complicated meetings which may include the Associate Deans or Dean of the school the Associate VP for Development academic department heads faculty and staff and can include identifying a proper location for the meeting and assessing what audio/visual will be needed
• Plans special events such as all-staff luncheons retreats receptions donor lunches and dinners as needed
• Serve as point of contact with the Dean and Presidents office for briefings associated with events or donor visits
• Prepare briefings and other materials for the Associate Dean and Deans donor and prospect meetings

Budget and Financial:

• Will need to acquire a working knowledge of the SAP financial system
• Process receipts and coordinates payment of Associate Deans executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts

Advisory Board:

• Update the Boards directory on an annual basis by communicating with members to gather information materials bios and photos
• Track Advisory Board RSVPs and actions for the Advisory Board and Committee meetings provide follow-up with non-responders
• Provide event support for biannual Advisory Board meetings in conjunction with the Associate Dean and Director of Constituent Engagement

Correspondence and Written Materials:

• Proactively manage special projects for the Associate Dean which requires sophisticated presentations and reports creating project timelines communicating with the Office of External Relations staff locating data compiling drafts and preparing final reports
• Compose electronic and written correspondence to be sent under the Associate Deans signature
• Regularly handle highly confidential materials both written and sensitive conversations that require independent judgement and discretion
• Collect and prepare professional accurate and succinct written and other materials for the Associate Deans use in a variety of ways

Miscellaneous:

• Proactively manage critical/donor prospect information visit notes and updates and stewardship visits into RM/ALADIN (development database)
• Represent the Associate Dean with the school university and internal and external constituencies
• Work as a member of the Office of External Relations staff on special project and events as needed
• On an infrequent basis the candidate may be asked to work on nights and/or weekends ti support office events and other time-sensitive initiatives
• Other duties as assigned

• 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

• Bachelors degree
• Experience in higher education/development
• Excellent written and oral communications kills high level decision-making skills and an attention to detail
• Team player with the ability to work independently and has exceptional organization time management and interpersonal skills
• Demonstrated writing and editing skills
• Careful judgement and high level of discretion
• Demonstrated computer proficiency in Microsoft Office ( Word Excel and Outlook)

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title):Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum: $41437 - Maximum: $71954 (targeted salary: $57000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
FLSA Status:Non-Exempt
Location:Homewood Campus
Department name:-Development and Alumni Relations
Personnel area: Whiting School of Engineering