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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Sep 30, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Development & Advancement, Chief Business Officers & Vice Presidents, Alumni Affairs
Employment Level
Administrative
Employment Type
Full Time
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This positionprovidesjointexpertadministrationsupportfortheAssistantVicePresident,CentralFundraisingand theDirector, Innovation Initiatives and Corporate Relations.TheSr.AdministrativeCoordinatoris a crucial part of theCentral Fundraising Team,workingwithfellowadministrativestafftoachievethemostsuccessfulresultsforDAR.Thisproactiveindividualanticipatesfutureneeds of their two managers,anddemonstratesleadership,responsiveness,strongcustomerservice,independentthinking, and solidjudgementin a demanding andfast-pacedteamenvironment.Responsibilitiesinclude, butarenotlimitedto,answeringphones, schedulingappointmentsandtravel,maintainingconfidentialinformation,backstopping the fundraising process including documentation in the CRM database, supporting event management,and otheradministrativetasks.TheSr.AdministrativeCoordinatorservesanimportantand visiblerole,communicatingandinteractingwith seniorleadership(including, but notlimitedto,thepresident,vicepresidents,provosts,deans andfaculty)andimportantexternalclients(such astrustees,keydonors,volunteerleadersand alumni).

Responsibilities
    Managethe dailycalendarof theAVP and Directorbyschedulinginternalandexternalmeetings,appointments,travel,and specialevents.Independentlyresolveschedulingconflicts,prioritizerequests,andconfirmmeetingdetailsandexpectationsforthemanagers.
    Organizehigh-levelmeetingswithconstituencies,asrequired,anddisseminatecorrespondingmeetingmaterials,as needed.
    Ensure highest levels of organization and proactive communication, keeping theAVP and Directoron schedule andabreastofchangesandhigh-levelconcerns,asnecessary,throughouteachday, and managing and prioritizing tasks.
    Makedomesticandinternationaltravelarrangementswithcorrespondingdetaileditinerariesandbriefingsinpreparationfordonor visits and othermeetings;coordinate travelplans andappointmentswith the Office of the VicePresidentforDARas needed.
    Learn DAR processes and procedures, develop relationships with key internal points of contact and work autonomously to resolve issues as they arise. Researchand/orcompilebriefingmaterials,as needed,formeetingstoensuretheAVP and Directorarefullypreparedforscheduledappointments,presentations,discussions,etc.includingresearchingandgatheringcriticalinformation,creatingpresentations,preparingbriefings,developingandproposingagendaitemsandconductingnecessaryfollow-ups.Assurethatmaterialsareaccessible in a timely manner andkeptconfidential.
    Obtainathoroughunderstandingof ALADIN, ourinternaldonordatabase,inordertomaintaindata, support fundraising through managing solicitation, gift agreement, and stewardship processes,compileand/orproducereports,andprovideinformationasrequestedbytheAVP and Director.
  • Project manage several initiatives for Director, Innovation Initiatives and Corporate Relations, including managing the Made by Hopkins website landing page, supporting the Founders’ Pledge documentation and stewardship process, and ensuring internal data is up to date.
  • Organize and host medium to large scale events (both virtually and in person) from conception to implementation, including designing, developing, and sending invitations, managing RSVPs and event materials, and supporting Zoom administration.
  • Representthe Central Fundraising Team and Executive Team in aprofessionalmanner;exerciseadministrativejudgement;respondtorequestsin a timely manner; andmaintainsensitiveandconfidentialinformation.
  • OverseeincomingcorrespondenceandrequestsfortheAVP and Director’sattention;triagetootherstaffmembersasappropriate;prioritizeitemsthatneedimmediateattention;andprepareand editletters,memos and othercorrespondenceforthem.Proofreadand editdocumentsand officecommunicationsfor approvalandsignaturebytheAVP and Director. Coordinateand submit timelytravelexpensesandreimbursementsfortheAVPs.
    Performadditional duties as assigned.
Qualifications High School Diploma/GED andfiveyearsrelatedexperiencerequired.Bachelor’sdegreepreferred.Experience should be inprovidingprogressivelyresponsibleadministrativesupport ofacademic,business,researchand/ordevelopmentactivities andoperations,providinghighleveladministrativeoversight,coordination,and advicerequired.Event management is a plus.ProficiencyinMicrosoftOffice including Outlook,Work,ExcelandPowerPointispreferred.Excellentplanning,organizational,communications,phone andinterpersonalskillsarepreferred.

Additionalrelatededucationmaysubstituteforrequiredexperienceand additionalrelatedexperiencemaysubstituteforrequirededucation,totheextentpermittedbythe JHUequivalencyformula.

Classified Title:Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range:Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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