Senior Administrative Coordinator

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 which includes four different work modalities. This role has
a hybrid work arrangement with an onsite presence of 2-3 days per
week. The manager will confirm the team’s core onsite days where
the majority/all team members will work in the office. Employees
who travel on university business can count those days towards
their onsite days.
 

The Johns Hopkins University Krieger School’s Office of External
Affairs inspires, engages and empowers our community of faculty,
staff, students, alumni and friends around the shared impact of
discovery and new knowledge to drive philanthropy into the
school.

 
The Senior Administrative Coordinator provides high
level administrative support to the Senior Director of Development
and the Senior Associate Director of Development and Volunteer
Engagement. Reporting to the Administrative Manager, this position
serves as the chief representative for the Senior Director of
Development and the Senior Associate Director of Development and
Volunteer Engagement with respect to scheduling, monitoring and
tracking project results and deliverables, conferences, travel,
preparing correspondence to all levels of internal and external
constituents, and composing and editing reports as well as other
written materials.
 
 

SPECIFIC DUTIES AND RESPONSIBILITIES

Calendar Management/Travel

• Proactively manage the Senior Director of Development and the
  Senior Associate Director of Development and Volunteer Engagement’s
  electronic calendars for meetings, incoming and outgoing
  invitations, and frequent meeting requests exercising independent
  judgement and making independent decisions to resolve scheduling
  conflicts based on an understanding of projects and priorities, and
  realign the respective calendars as priorities change.
• Ensure the Senior Director of Development and the Senior
  Associate Director of Development and Volunteer Engagement are
  fully prepared for meetings by proactively compiling research on
  content, agendas and subject matter.
• Prepare agendas and other materials and coordinate scheduling
  for complicated meetings, which may include the Dean and Associate
  Dean of the School, academic department chairs, faculty and staff
  and can include identifying a proper location for the meeting and
  assessing what audio/visual and catering services will be
  needed.
• Manage domestic development trips and donor/prospect visits for
  the Senior Director of Development and the Senior Associate
  Director of Development and Volunteer Engagement (ie
  transportation, hotel, travel itineraries, directions, packets, and
  gifts), contact organizations, donors and prospects to schedule
  appointments, create meeting agendas and serve as the point of
  contact practicing appropriate protocol.
• Collaborate with the Senior Director of Development and the
  Senior Associate Director of Development and Volunteer Engagement
  to prepare briefings and gift-officer driven events for the Dean
  and the President using resources such as JHAS, donor files and
  internet-based research.
• Track and submit travel receipts associated with the Corporate
  Card to be submitted in Concur and process personal reimbursements
  for JHU business expenses.
• Entering all pertinent contact reports and next steps into JHAS
  after travel has been completed.

 
Second Decade Society Board

• Assist the Senior Associate Director of Development and
  Volunteer Engagement with preparing for several Board meetings and
  events per year, including the oversight of the gathering,
  production and distribution of all materials for the Second Decade
  Society.
• Provide updates and compile the Second Decade Society member
  directory and ensure updates our captured in JHAS.
• Track solicits and giving of Second Decade Society members
  using a variety of JHAS reports.
• Create and manage reports to assist the Senior Associate
  Director of Development and Volunteer Engagement with discovery and
  pipeline data tracking.
• Work with the Administrative Manager to track Second Decade
  Society funds usage and expenses.
• Record minutes for monthly Second Decade Society committee
  meetings and initiate any follow-up work that needs to be completed
  including the scheduling of additional meetings.
• Compile materials for the Second Decade Society newsletter for
  distribution on a ___ basis
• Oversee the birthday card program for sending out cards to SDS
  Members on a monthly basis.

Reporting & Correspondence

• Proactively manage special projects for the Senior Director of
  Development and the Senior Associate Director of Development and
  Volunteer Engagement, which requires sophisticated presentations
  and reports, creating project timelines, communicating with the
  Office of External Affairs, locating data, compiling drafts and
  preparing final reports.
• Create, manipulate and format JHAS reports in order to analyze
  prospect giving for use in determining department fundraising
  abilities based on the Dean’s priorities.
• Submit donor research reports from Advancement Services as
  needed.
• Maintain a knowledge of the Senior Director of Development and
  the Senior Associate Director of Development and Volunteer
  Engagement’s planned solicitations in order to help prepare
  necessary reports and update proposals and link gifts in JHAS.
• Record minutes during the ATM meetings and ensure agendas and
  copies are provided. Distribute meeting minutes to MGO’s after the
  meeting is completed.
• Draft letters and memoranda, prepare final edits and mail or
  distribute to appropriate individuals, both internally and
  externally.
• Regularly handle highly confidential materials, both written
  and sensitive conversations that require independent judgement and
  discretion.

Miscellaneous Duties

• Assist Senior Director of Development with compiling date to
  create the spreadsheet for the divisional work plan and perform any
  necessary edits.
• Enter work plan goals and proposals in JHAS on an annual basis
  for the Senior Director of Development and the Senior Associate
  Director of Development and Volunteer.
• Manage the Senior Director of Development and the Senior
  Associate Director of Development and Volunteer Engagement
  portfolio by ensuring contact reports are entered into JHAS as well
  as gifts are linked to proposals and to the work plan.
• Organize all-day ATM prospect planning retreat once a year.
  Work collaboratively with the Senior Director of Development to
  create agenda, schedule speakers, collect materials, and acquire
  all needed reservations, catering and supplies. Provide any
  follow-up support to the Senior Director of Development after the
  retreat.
• Serve as the back-up for administrative support as needed when
  vacancies occur and/or other administrative coordinators take leave
  time.
• Function as part of the administrative team as needed for
  larger group projects and assignments.
• Other duties as assigned.

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.
• experience in higher education and/or development.

SPECIAL SKILLS & KNOWLEDGE:

• Excellent written and oral communication skills required as
  well as high-level decision-making skills and an attention to
  detail.
• Must be a team player with the ability to work independently
  and have exceptional organization, time management and
  interpersonal skills.
• Must demonstrate careful judgement and a high level of
  discretion in an extremely busy environment.
• Inter- and intra-personal and teamwork skills are
  critical.

TECHNICAL QUALIFICATIONS:

• Demonstrated computer proficiency in Microsoft Office (Word,
  Excel, and Outlook) and presentation software (PowerPoint)
  required.

 
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.