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 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 Office of Strategic Initiatives within Johns Hopkins Development & Alumni Relations is responsible for partnering with the offices planning and coordinating institutional initiatives that are supporting through institutional funds and philanthropic contributions.

This position requires a highly professional and organized individual to manage specialized projects, communications, and administrative duties for the Office of Strategic Initiatives in Development and Alumni Relations (DAR). The Sr. Administrative Coordinator will manage complex projects, daily operations, and provide high-level support to the Executive Director of Strategic Initiatives as well as members of the broader team. This support includes regular communication and correspondence with senior leadership at JHU and other donors, as well as patients, faculty, and students. The Sr. Administrative Coordinator will be responsible for drafting and editing regular communications, event planning, and general administrative duties including drafting correspondence, scheduling, reconciling travel expenses, paying invoices, and 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. This position reports to Executive Director of Strategic Initiatives. The individual in this position exercises independent judgment in the resolution of administrative challenges and performs under pressure with a high degree of accuracy, diplomacy, and confidentiality.

Specific Duties and Responsibilities 

Office Operations

• Manage workflow for a fast-paced team dedicated to partnering on institutional initiatives.
• Manage budgets and resources, process receipts, coordinate payment for external vendors, and properly document all charges and accounts for receipts.
• Serve on various working groups and committees as needed, providing high-level support.
• Gain proficiency in all the resources available to report and update information to key donors.
• Create and distribute agendas for staff and working group meetings; coordinate follow-up communications with participants.
• Maintain calendars for all members of team by scheduling meetings and appointments and planning travel itineraries. Arrange all aspects of travel, including airfare, hotel, and meeting scheduling.
• Order supplies, materials, and equipment as needed.
  

Events & Project Management

• Establish goals, timelines, and deliverables for various high-level projects, including events, meetings for senior leadership, including the Sr. Vice President for Development and Alumni Relations.
• Staff and provide support in the planning of events and experiences, including creating itineraries, invitations, managing RSVP lists, and ordering and managing catering for events.
• Occasional travel.
  

Communications

• Create production schedules and outlines for ongoing stewardship reporting (~8 reports per year), being sure to proactively prepare materials for colleagues with ample time ahead of each report deadline.
• Play an active role in drafting and editing reports.
• Using Adobe InDesign, outline and design final report(s) for distribution.
  

Data Management & Reporting

• Obtain a thorough understanding of CRM and other database resources in order to maintain data, compile and/or produce reports, and provide information as requested.
• Manipulate and navigate various data sources and work with team to visualize and present results to various audiences, including JHU leadership and donors.

Note: This position will occasionally require working outside of normal business hours and/or weekends.