Sr Administrative Coordinator

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.

Johns Hopkins University supports a flexible work model that includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 4 days per week. The manager will confirm the team's core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

As a Senior Administrative Coordinator, you will play a crucial role in ensuring the Vice President's preparedness and readiness for meetings, events, and discussions. You will be responsible for proactively managing the Vice President's calendar, and facilitating communications. Your role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.

The Senior Administrative Coordinator will provide high-level administrative support assigned by the Vice President or her Executive Specialist. This support includes proactively managing a conflict-free calendar, making travel arrangements, creating itineraries, and reconciling expenses, paying invoices, and handling donor/prospect data entry. The successful candidate will be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Most duties involve sensitive and/or confidential information.

Key responsibilities:

• Proactively manage the Vice President's calendar by scheduling complex meetings and events. Meetings may include the President, Provost, Sr. Vice President for Development and Alumni Relations, Deans, and/or University Trustees. Identify conflicts and work with the VP or her Executive Specialist to reschedule appointments when needed. Escalate urgent meeting requests, and follow up with timely responses.
• Work closely with the Executive Specialist to prepare materials for meetings to ensure the VP is properly prepared.
• Make travel arrangements for the Vice President. Reconcile travel expenses in a timely and thorough manner. Organize and maintain electronic and hard filing system of financial documentation. Process invoices and ensure adherence to the Vice President's budget.
• Create itineraries for each trip along with a travel folder with particulars needed for the trip. I.e., agendas and briefings etc.
• Obtain a thorough understanding of DAR's CRM (JHAS) to enter proposals, actions, visit notes, and stewardship reports, and provide information as requested by the Vice President.
• Acquire a detailed working knowledge of the university's financial (currently SAP) and travel systems (Concur).
• Process receipts, coordinate payment of SAVP's executive credit and administrative purchasing cards. Coordinate payment process to external vendors. Properly document all charges and account for all receipts.
• Order supplies for the Vice President of Development and secure any other purchasing needs.
• Serve as the lead in setting up and breaking down meeting rooms/spaces inclusive of ordering food where Vice President is the host.
• Able to manage and prioritize multiple projects simultaneously and effectively in a dynamic, fast-paced environment.
  

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Superior written and verbal communication skills.
• High-level proficiency using Microsoft Office Suite and the ability to quickly learn new software.
• Prior experience using CRM, preferred.
• Must possess exceptional organizational skills with a high-level attention to detail.
• Ability to use careful judgment and action to determine priorities.
• Must possess strong interpersonal and customer service skills.
• Ability to thrive in a dynamic and fast-paced environment and execute on complex tasks
• Prior experience in successfully supporting executive-level leadership

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title):Sr Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum: $41,437 - Maximum: $71,954
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
Exempt Status:Non-Exempt
Location:Mount Washington Campus
Department name: 10001645-VP Development & Alumni Relations
Personnel area: University Administration