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 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.

The Sr. Administrative Coordinator is a central role with multiple responsibilities supporting the mission of FJHM, a $350 Million fundraising department. This position is responsible for supporting multiple teams (FJHM Finance and Operations, School of Medicine Development and Alumni Relations, FJHM Constituent Engagement and Central Fundraising) in addition to operations across FJHM through strong administrative and project management support. The teams that this position will support are critical throughout the philanthropic process providing both operational and strategic initiatives.

Responsibilities

Administrative and Project Management:

• Provide complex administrative support for the Assistant Vice President (AVP) to assist in leading multiple teams and the Director of FJHM Administration and Operations. Manage AVP’s work calendar for internal and external meetings, conference calls, team meetings, and projects. Serve as a back-up for administrative support of other FJHM leaders in the absence of their administrative support.
  
• Maintain a conflict-free calendar of meetings and appointments and plan travel itineraries, ensuring efficient use of time for the AVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car and schedule meetings for the AVP.
  
• Participate in project work in partnership with the AVP (for example, crafting project plans, presentations, or concept documents) and across teams including mission critical projects such as SoM Reunion and Alumni Weekend and Live the Mission.
  
• Support team meetings by drafting agendas and meeting, projects, and initiative materials
  
• Assist with reimbursements, ordering materials, and any other administrative tasks as assigned.
  
• Responsible for updating Outlook conference calendars and reserving rooms for meetings, making catering arrangements, and organizing materials.
  
• Responsible for updating FJHM Staff Emergency Contact list, FJHM Sr. Staff phone directory and Incident Command Structure for FJHM Business Continuity Plan. Submit copies to FJHM Sr. Management team.
  
• Responsible for updating and distributing FJHM organizational charts, birthday lists and FJHM development staff phone lists.
  
• Manage all FJHM office equipment at 750 E Pratt St including conference room video equipment, postage machines and copiers. Be the primary liaison with equipment vendors. Train all FJHM administrative staff on usage of office equipment.
  
• Responsible for creating and updating FJHM Outlook email groups. Add and delete employees to appropriate Outlook email group. Email DAR Business Services with staff changes for DAR Staff list serv updates.
  
• Responsible for maintaining current information related to Medicine and partner hospital trustees and fundraising staff. This includes liaising with partner hospital leadership to collect updated personnel information, share and maintain relevant JHAS database records, and produce reporting for a variety of reference and analytical projects.
  
• Maintain the FJHM disaster preparedness plan to ensure recovery of critical data. Assist in updating and distributing the FJHM’s Business Continuity Plan.
  
• Manage, maintain, and enhance the FJHM file sharing websit