This position provides joint expert administration support for the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS) and the Office of the Vice President for Development and Alumni Relations (DAR). The Sr. Administrative Coordinator is a crucial part of the Office of the Vice President by working with fellow administrative staff to achieve the most successful results for DAR. This proactive individual anticipates future needs of the Associate Vice President, Principal/Leadership Gifts &Chief of Staff (COS) and VP, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced team environment.
Responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, maintaining confidential information, and other administrative tasks. The Sr. Administrative Coordinator serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, the president, vice presidents, provosts, deans and faculty) and important external clients (such as trustees, key donors and alumni). This position will be full time, in person.
Manage the daily calendar of the Associate Vice President, Principal/Leadership Gifts &Chief of Staff (COS) by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS).
Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
Keep the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS) on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with the Office of Principal Gifts and the Office of the Vice President.
Research and/or compile briefing materials, as needed, for meetings to ensure the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS) is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
Oversee incoming correspondence and requests for the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS) attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the Associate Vice President, Principal/Leadership Gifts & Chief of Staff (COS). Proofread and edit documents and office communications for approval and signature by the Associate Vice President, Principal/Leadership Gifts &Chief of Staff (COS).
Obtain a thorough understanding of ALADIN, our internal donor database, in order to maintain data, compile and/or produce reports, and provide information as requested by the Associate Vice President, Principal/Leadership Gifts &Chief of Staff (COS).
Represent the Office of the Principal Gifts and Vice President in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
Manage and update Gifts to Close report to track principal gifts of $5,000,000+ scheduled to close in a given fiscal year
Maintain and analyze data to compile and produce reports using ALADIN CRM database and Excel
Assist in project management (schedule meetings, create timelines, prepare agendas)
Research, edit, and/or compile briefings and memos in preparation for JHU leadership events, assuring that materials are accessible in a timely manner and kept confidential
Coordinate and manage interview schedules and logistics in collaboration with HR
Serve as a liaison of sorts for the 3 teams that fall under Principal Gifts
Plan and prepare team events such as holiday gatherings, book clubs, and retirement parties
Assist in managing gift agreements signature process with DocuSign
Maintain and organize documents on JH OneDrive
Coordinates other services in the Office of the Vice President such as maintaining paper & electronic files and purchasing supplies.
Provide backup to the executive specialist on calendars and multi-line phones for the Vice President and other members of the office.
Perform additional duties as assigned.
Note: This position will require some work outside of normal business hours and/or weekends.
High School Diploma/GED and five years related experience required. Bachelor's degree preferred. Experience should be in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required. Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint is preferred. Excellent planning, organizational, communications, phone and interpersonal skills are preferred.
Additional related education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001645-Associate Vice President Personnel area: University Administration
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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