Senior Administrative Coordinator, The Fund for Johns Hopkins Medicine

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 which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3 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

The Fund for Johns Hopkins Medicine (FJHM) is the dedicated development and alumni relations team supporting the entities that comprise Johns Hopkins Medicine (JHM), including clinical departments, hospitals, satellite clinics, and the School of Medicine. We contribute to Johns Hopkins Medicine’s mission of patient care, research, and education through securing philanthropy, building and maintaining donor and alumni relationships, and supporting institutional priorities. FJHM partners closely with institutional leaders, faculty, and clinicians to engage alumni, patients, donors, and prospects in JHM’s work to advance medicine and improve the human condition.

This position provides expert administrative support for the Vice President for Development and Alumni Relations (DAR) at the Fund for Johns Hopkins Medicine (FJHM). The Sr. Administrative Coordinator is proactive, anticipates future needs of the VP and demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment. Administrative responsibilities include, but are not limited to, answering phones, proactively managing the VP’s calendar, making travel arrangements and itineraries, reconciling travel expense reporting, facilitating communication, entering actions in the Customer Relationship Management (CRM) database system, and other administrative tasks.

The Sr. Administrative Coordinator requires excellent organization and prioritization skills and the ability to manage multiple projects across a number of DAR and FJHM divisions in a varied, fast-paced environment. The Sr. Administrative Coordinator serves in an important and visible role, communicating and interacting with senior leadership (including, but not limited to, DAR/FJHM managers and leadership, the Dean/CEO of Johns Hopkins Medicine, the president of JHHS, the Sr. Vice President for Development and Alumni Relations, vice presidents, provosts, department chairs and faculty) and important external clients (such as trustees, key donors and alumni).

Key responsibilities:

Proactively manage the Vice President’s calendar by routinely scheduling a high volume of complex meetings and appointments, and maintaining a conflict-free calendar. Identify conflicts and work with the VP to reschedule appointments when needed and with minimal notice. Escalate urgent meeting requests and follow up with timely responses.

Make all travel arrangements for the VP, including but not limited to airfare, hotel, rental cars, and scheduled meetings. Create itineraries for each trip along with travel folders that provide the specific details needed for the trip, e.g., agendas and briefings.

Maintain expert knowledge of the department’s CRM system (Salesforce, “JHAS”) which includes a thorough understanding of central clearance process and development research protocols. Enter data for all prospect and donor activity for the VP to track proposals, actions, visit notes, and stewardship reports, and backup (calls, letters, visits, etc.) for each. Submit data requests and prepare a variety of reports for the VP.

Process receipts, coordinate payment of VP’s executive credit card and administrative purchasing card. Coordinate payment to external vendors. Properly document all charges and account for all receipts. Obtain and maintain a thorough understanding of the university’s financial and travel systems including SAP and Concur.

Serve as the lead in setting up and breaking down meeting rooms/spaces including ordering food. Plan special events such as all staff luncheons, retreats, receptions, donor lunches and dinners as needed.

Order supplies for the VP and secure any other purchasing needs.

Work closely with the Executive Specialist to prepare materials for meeting to ensure the VP is properly prepared.

Able to manage and prioritize multiple projects simultaneously and effectively in a dynamic, fast-paced environment.

Act as a liaison between the VP, and all other DAR/FJHM professional staff, leadership and various other internal and external constituents.

Minimum Qualifications

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.

Preferred Qualifications

Superior written and verbal communication skills.

High-level proficiency using Microsoft Office Suite and the ability to quickly learn new software.

Prior experience using Salesforce or other CRM system preferred.

Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a varied, fast-paced environment.

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.

Ability to maintain the highest levels of confidentiality and professionalism and have the ability to develop and maintain sound professional relationships.

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Senior Administrative Coordinator, The Fund for Johns Hopkins Medicine

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: Minimum: $44,199 – Maximum: $76,752 (targeted salary: $73,000; commensurate with experience)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am-5:00pm

Exempt Status: Non-Exempt

Location: School of Medicine – East Baltimore Campus

Department name: 10003217-SOM Admin FJHM The Fund For JH Medicine

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.