Sr. Administrative Coordinator, Whiting School of Engineering Development and Alumni Relations

Johns Hopkins University & Medicine - Development and Alumni Relations; Baltimore (MD); On-site; USD 43,000 - 74,000; Full time

Job summary

The Johns Hopkins University & Medicine - Development and Alumni Relations seeks a Senior Administrative Coordinator to provide advanced administrative support and general office management for the department. The role requires coordination with Deans, chairs, and program leaders to ensure efficient operations.

Responsibilities include complex calendar management, budget support, meeting materials preparation, and event logistics.

Qualifications

• High school diploma or graduation equivalence.
• Four years of related experience.
• Additional education may substitute for experience.
• Knowledge of SAP and Salesforce database reporting.

Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft 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 office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

Skills

Communication

Organization

Teamwork

Attention to detail

Education

HS diploma or equivalent

Tools

SAP

Salesforce

Job description

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.

The Senior 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.

The Senior Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. 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.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft 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 office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

In addition to the duties listed above the Senior Administrative Coordinator will:

• Provide Administrative Support – Provide complex administrative, project, and conflict-free calendar support for the Sr. Director of Development, Sr. Director of Corps & Founds and backup support for the Associate Dean. Assist Major Gift Officers as needed.
• Prepare Professional Business Documents - Develop high-quality reports, presentations, briefings, and spreadsheets using advanced Microsoft Word, PowerPoint and Excel skills with accuracy and attention to detail.
• Support Team and Department Initiatives - Contribute to departmental goals by collaborating with colleagues, adapting to changing priorities, accepting feedback, and assisting wherever needed.
• Demonstrate Professionalism and Initiative - Exhibit a strong work ethic, positive attitude, sound judgment, resourcefulness, and professional communication while representing department leadership.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four 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.

Preferred Qualifications

• Excellent written and oral communication skills required as well as high-level decision-making skills and an attention to detail.
• Qualified candidate must be a team player with the ability to work independently and have exceptional organization, time management and interpersonal skills.
• Demonstrated writing and editing skills are required.
• Knowledge of SAP and Salesforce database reporting

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: $42,500 - Maximum: $73,700 (targeted salary: $57,000; commensurate with experience)

Employee group: Full Time

Schedule: Mon-Fri, 8:30am-5:00pm

FLSA Status: Non-Exempt

Location: Mount Washington Campus

Department name: 10001471-Development and Alumni Relations

Personnel area: Whiting School of Engineering