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 3 days per week. The manager will confirm the team’s core onsite days when the majority/all team members will work in the office. Employees who travel on university business can count those days toward their on-site days.

We are seeking an exceptional candidate to join our team as a Sr. Administrative Coordinator for Development and Alumni Relations (DAR). In this pivotal role, you will provide expert administrative support to our Executive Director (ED) of Talent Management and Human Resources (TMHR) as well as provide project support to the broad TMHR team.

As a proactive and responsive professional, you will thrive in our complex and fast-paced environment. Your strong customer service skills, independent thinking, and solid judgment will be invaluable assets as you navigate a variety of administrative tasks. In this role, you will be responsible for managing a complex calendar, utilizing university systems, managing project management, and drafting, designing, and proofreading reports. Additionally, you will play a vital role in scheduling and supporting travel arrangements while ensuring the utmost confidentiality of sensitive information.

Beyond the administrative responsibilities, this position offers a unique chance to contribute to the creation and promotion of inclusive practices across all human resources and talent management functions. You will actively facilitate important projects and priorities for DAR, making a tangible impact on our organization. Exceptional customer service will be a key component of your role as you interact with internal and external stakeholders in this important and visible position.

Key responsibilities: 

General Administrative: 

• Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time for the ED. Schedule complex, sequential meetings, and proactively identify and troubleshoot scheduling conflicts and shifting priorities as they arise.
• Provide administrative support for email, document writing/editing and management, action item tracking, and presentation material creation, coordination, and distribution.
• Act as a liaison between the Executive Director and all other DAR staff, departments, leadership, and various other internal and external constituents. Field and prioritize new requests from across campus, and track multiple requests at a time.
• Represent and speak on behalf of the ED to members of a broader community such as DAR staff, central and divisional HR colleagues, including the authority to commit and make some important decisions independently.

TMHR Team Support: 

• Provide broad support to the TMHR teams’ highest priorities and track progress towards goals, including identifying risks and managing shared projects.
• Represent TMHR for the DAR-wide webinar with regards to planning and Zoom hosting.
• Manage general TMHR requests and tickets as they are submitted by assigning tickets to the appropriate staff member, flagging items for review, resolving common questions, and closing tickets on completion of requests.
• Develop meeting agendas and related materials, which may include professional, accurate, and succinct reports and presentations. Document decisions and action items as needed.
• Plan special events such as all-staff celebrations, TMHR team retreats, and engagement activities as needed. This includes identifying event location, securing contract, and selecting meal options.
• Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the TMHR team.
• Facilitate and manage action items within cross-functional workflows, including ensuring requisite documentation is updated.
• Create and update organization-wide org charts and staff directories based on staff moves and leadership requests.
• Maintain the TMHR section of the DAR intranet.

Budget and Financial: 

• Utilize the university’s financial system, SAP, to process invoices and pull reports.
• Process receipts in Concur to coordinate payment of the ED’s travel and purchasing card by submitting receipts and properly documenting charges.
• Work