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 remote 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 Administrative Coordinator reports to the Associate Dean for Development and Alumni Relations and serves as the chief administrative support to the Associate Dean for Development and Alumni Relations. This position also works closely with the Senior Associate Director of Development Operations. Duties include scheduling, preparing materials for meetings, maintaining relationship management database, preparing correspondence, coordinating travel arrangements, and processing expense reimbursements.

Key responsibilities: 

Administration: 

• Manages the electronic calendar for Associate Dean
• Generates staff meeting materials, materials for donor meetings, and coordinates information for leadership-level communications 
• Proactively composes, proofreads, and edits correspondence including email, letters, and proposals 
• Serves as the primary contact for Associate Dean, Director of Development, and department with visiting guests 
• Maintains donor records on behalf of Associate Dean to ensure that critical donor information, visit updates, and stewardship data is reflected in the development database
• Makes travel arrangements for Associate Dean
• Collaborate and coordinate with the Office of the Dean to schedule and prepare materials for meetings 
• Support the Associate Dean with data entry into the organization database (JHAS)

Financial Maintenance: 

• Updates and reconciles monthly Concur distribution statements for Development. Approves and processes travel card charges using bank and Concur systems
• Submits and processes reimbursements for travel/visit expenses for the Associate Dean and others as needed 
• Organizes and maintains electronic and hard filing system of financial documentation. Collaborates with alumni relations and operations teams to reconcile and process event invoices
• Consults Accounts Payable, JP Morgan Chase Bank, and internal finance department to ensure policy adherence 

Projects and Research: 

• Prepares reports to support Associate Dean and staff efforts to increase support for the school 
• Ensures the Associate Dean is fully prepared for meetings by coordinating, drafting, and distributing materials and briefings as needed 
• Works as member of the Development and Alumni Relations team to support events and office operation 
• Staffs Development and Alumni Relations events 
• Reports on research, database maintenance, and financial reconcilement for department 

• High School Diploma or graduation equivalent
• Three years related experience
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

• Bachelor's degree highly preferred
• Additional progressively responsible work experience in a similar, highly visible, fast-paced executive office setting 
• Previous experience at Johns Hopkins 
• Ability to provide executive-level support in interpersonal, write and verbal communication, customer service, and calendaring
• Demonstrated success as a member of a tightly integrated team 
• Advanced proficiency using Microsoft Office Suite, Outlook, and the internet 
• Excellent verbal and interpersonal skills, including the ability to collaborate effectively with other departments at Carey and the larger institution 
• Excellent writing and editing skills. including the ability to draft original correspondence, proofread, and edit significant documents with wide distribution 
• Skilled in handling deadlines, rapidly changing situations, and managing multiple projects 
• Exceptional organizational skills 
• Proven ability to work with minimal supervision and to exercise independent judgement and discretion 
• Strong research skills, including the ability t