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Senior Administrative Coordinator

Employer
Johns Hopkins University & Medicine: Development and Alumni Relations
Location
Maryland, United States
Salary
Salary Commensurate with experience
Closing date
Feb 16, 2024

View more

Position Type
Fundraising, Fundraising Administration
Fields
Education
Employment Type
Full Time

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.

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