The Senior Administrative Coordinator will provide high-level administrative support for the Associate Dean of External Relations at the Whiting School of Engineering. Reporting to the Development Operations Manager, this position serves as the chief representative and point of contact for the Associate Dean with respect to scheduling, monitoring and tracking project results and deliverables, conferences, travel, preparing correspondence to all levels of internal and external constituents, composing and editing reports and other written materials on behalf of the Associate Dean and special projects for the Associate Dean.
Specific Duties & Responsibilities:
Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the Associate Dean.
Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings for the Associate Dean.
Ensure the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters.
Prepare agendas and other materials and coordinate scheduling for complicated meetings, which may include the Dean or Associate Deans of the School, the Associate VP for Development, academic department heads, faculty and staff and can include identifying a proper location for the meeting and assessing what audio/visual will be needed.
Plans special events such as all-staff luncheons, retreats, receptions, donor lunches, and dinners as needed.
Serve as a point of contact with the Dean's and the President's office for briefings associated with events or donor visits.
Prepare briefings and other materials for the Associate Dean and Dean's donor and prospect meetings.
Budget and Financial:
Will need to acquire a working knowledge of SAP financial system.
Process receipts coordinates payment of Associate Dean's executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
Update the Board's directory on an annual basis by communicating with members to gather information and materials and refreshing bios and photos.
Track Advisory Board RSVPs and actions for Advisory Board and Committee meetings; provide follow-up with non-responders.
Provide event support for biannual Advisory Board meetings, in conjunction with the Associate Dean and Director of Constituent Engagement.
Correspondence and Written Materials
Proactively manage special projects for the Associate Dean, which requires sophisticated presentations and reports, creating project timelines, communicating with Office of External Relations staff, locating data, compiling drafts and preparing final reports.
Compose electronic and written correspondence to be sent under the Associate Dean's and signature.
Regularly handle highly confidential materials, both written and sensitive conversations that require independent judgment and discretion.
Collect and prepare professional, accurate, and succinct written and other materials for the Associate Dean's use in a variety of ways.
Proactively manage critical donor/prospect information, visit notes and updates, and stewardship visits into RM/ALADIN (development database).
Represent the Associate Dean with the School, University, and internal and external constituencies.
Work as a member of the Office of External Relations staff on special projects and events as assigned.
Other duties as requested.
Function as a part of the administrative team as needed for larger group projects and assignments.
On an infrequent basis, the candidate may be asked to work on nights and/or weekends to support office events and other time-sensitive initiatives.
This position works three days on campus and two remote days.
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.
A bachelor's degree
Experience in higher education and/or development
Special Skills & Knowledge:
Excellent written and oral communication skills are required as well as high-level decision-making skills and attention to detail. Qualified candidate must be a team player with the ability to work independently and have exceptional organization, time management and interpersonal skills. Demonstrated writing and editing skills are required.
This position will work independently with regular meetings with the Associate Dean for the Office of External Affairs and the Administrative Manager. This is a highly visible position. Most duties involve sensitive and confidential information. The successful candidate must demonstrate careful judgment and a high level of discretion in an extremely busy environment. Inter- and intra-personal and teamwork skills are critical.
Demonstrated computer proficiency in Microsoft Office (Word, Excel, and Outlook) and presentation software (PowerPoint) required.
Any specific physical requirements for the job: None
Supervisory responsibility (indicate the number and type of persons supervised by the incumbent): None
Budget authority (indicate the dollar amount of budget managed and type/level of authority): None
All applicants are expected to uphold the university's core values which includes diversity and inclusion. In the Office of External Affairs, all staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.
Classified Title: Sr. Administrative Coordinator Working Title: Senior Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Min: $39,780 - Midpoint: $54,600 - Maximum: $69,615 Employee group: Full Time Schedule: Monday-Friday 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001471-Development and Alumni Relations Personnel area: Whiting School of Engineering
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports the health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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