Administrative Coordinator, Office of the Sr. VP Development & Alumni Relations

Johns Hopkins University & Medicine - Development and Alumni Relations; Baltimore (MD); On-site; USD 27,186,000 - 38,719,000; Full time

Job summary

Johns Hopkins University & Medicine - Development and Alumni Relations is seeking an Administrative Coordinator to provide essential administrative support and office management for the Office of the Sr. VP Development & Alumni Relations at the Homewood Campus.

The role requires collaboration across teams and a proactive approach to coordinating calendars, meetings, and events. Responsibilities include preparing materials, drafting minutes, handling payroll and purchasing tasks, and improving

Qualifications

• High school diploma or graduation equivalent.
• Two years of related administrative experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor, and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs, and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Conducts discovery work for the Leadership Fellows group (i.e., confirms and validates their employment/personal moves).
• Maintains all trustee giving reports and contacts.
• Other duties as assigned.

Skills

Microsoft Office

Calendar Management

Event Coordination

Financial Administration

Oral and Written Communications

Organizational Skills

Report Writing

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

General Summary

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor, and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs, and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Conducts discovery work for the Leadership Fellows group (i.e., confirms and validates their employment/personal moves).
• Maintains all trustee giving reports and contacts.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level Of Proficiency

• Calendar Management: Intermediate
• Electronic Office Tools: Intermediate
• Event Coordination: Intermediate
• Financial Administration: Intermediate
• Meeting Coordination: Intermediate
• Office Procedures: Intermediate
• Oral and Written Communications: Intermediate
• Organizational Skills: Intermediate
• Report Writing: Intermediate
• The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Administrative Coordinator, Office of the Sr. VP Development & Alumni Relations

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $23 HRLY ($23,920 targeted annual salary)

Employee group: Casual / On Call

Schedule: Monday - Friday, 8:30am- 5pm

FLSA Status: Non-Exempt

Location: Homewood Campus

Department name: 10001630-Sr. VP Development & Alumni Relations

Personnel area: University Administration