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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Nov 24, 2021

Senior Administrative Coordinator – Krieger School of Arts and Sciences

General Description:

The Senior Administrative Coordinator will provide high-level administrative support for complex projects, assigned by the Associate Dean for the Krieger School of Arts and Sciences Office of External Affairs. Reporting to the Administrative Manager, this position serves as the chief representative and point of contact for the Associate Dean with respect to scheduling, monitoring and tracking project results and deliverables, conferences, travel, preparing correspondence to all levels of internal and external constituents, composing and editing reports and other written materials on behalf of the Associate Dean.

Specific Duties and Responsibilities:

Calendar Management/Travel

  • Proactively manage the Associate Dean’s and Dean’s (for Development-related activities) electronic calendar for meetings, incoming and outgoing invitations, and frequent meeting requests exercising independent judgement and making independent decisions based on an understanding of projects and priorities, and realign the Associate Dean’s calendar as priorities change.
  • Ensure the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas and subject matters.
  • Prepare agendas and other materials and coordinate scheduling for complicated meetings, which may include the Dean or Associate Deans of the School, the Associate VP for Development, academic department chairs, faculty and staff and can include identifying a proper location for the meeting and assessing what audio/visual will be needed.
  • Manage domestic and possibly international development trips and donor/prospect visits for the Dean and the Associate Dean (e.g. 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.
  • Serve as main point of contact with the Dean’s and the President’s office for all briefings associated with events or donor visits.
  • Submit travel and business expense reimbursements using SAP.

Advisory Board

  • Update the Board’s directory on an annual basis by communicating with members to gather information and materials and refreshing bios and photos.
  • Arrange the new member orientation program which includes scheduling meetings with the Dean, Vice Deans and various faculty, finalizing minutes and tracking next steps in coordination with the Director of Constituent Engagement.
  • Track Advisory Board RSVPs and actions for Advisory Board and Committee meetings; provide follow-up with non-responders.
  • Record minutes for the Advisory Board meeting and distribute to attendees and non-attendees.
  • Oversee the gathering, production and distribution of all materials for the Advisory Board meeting.
  • Provide event support for Advisory Board and Committee meetings.
  • Comprehend the sensitive nature of how the Office of External Affairs communicates with the individual members of the Advisory Board.
  • Manage the communication plan in coordination with the Director of Constituent Engagement to the Advisory Board.

Correspondence and Written Materials

  • Proactively manage special projects for the Associate Dean which requires sophisticated presentations and reports, creating project timelines, communicating with Office of External Affairs staff, locating data, compiling drafts and preparing final reports.
  • Compose electronic and written correspondence to be sent under the Associate Dean’s and signature.
  • Proofread and edit all correspondence and proposals by members of the staff for the Associate Dean’s and Dean’s signature and approval.
  • Regularly handle highly confidential materials, both written and sensitive conversations that require independent judgement and discretion.
  • Collect and prepare professional, accurate and succinct written and other materials for the Associate Dean’s use in a variety of ways.

Miscellaneous Duties:

  • Proactively manage critical donor/prospect information, visit notes and updates, and stewardship visits into RM/ALADIN (development database).
  • Represent the Associate Dean with the School, University, and internal and external constituencies.
  • Work as a member of the Office of External Affairs staff on special project and events as assigned.
  • Other duties as requested.

Minimum Qualifications:

  • High School diploma required
  • Five years progressively responsible administrative experience required
  • Additional education may be substituted for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • A bachelor’s degree
  • Experience in higher education and/or development

Special Knowledge, Skills & Abilities:

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.

This position will work independently with regular meetings with the Associate Dean for the Office of External Affairs and the Administrative Manager. This is a highly visible position. Most duties involve sensitive and confidential information. The successful candidate must demonstrate careful judgment 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.

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: 10001349-Development
Personnel area: School of Arts & Sciences

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. 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 campus. 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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