Administrative Coordinator, Central Administration

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.

We are excited to welcome a talented and motivated Administrative Coordinator to join our newly established central administrative team. As a member of this dynamic group, you will play a key role in supporting the day-to-day operations and ensuring smooth workflow across various development offices within Development and Alumni Relations. The ideal candidate will be organized, proactive, and dedicated to providing high-quality administrative support while fostering a positive and efficient work environment. This is an excellent opportunity for an individual who thrives in a collaborative setting and is eager to contribute to team success. The administrative coordinator will be deployed to divisions and central offices to support individuals or teams during vacancies or periods of extended leave.

Key responsibilities:

Development/Fundraising:

• Process gifts through Paywire and JHAS (development CRM), track, and acknowledge all gifts to the division.
• Analyze and resolve problems, interpret policies, and demonstrate solid knowledge of processes and protocols for gift processing.
• Develop and maintain an expert knowledge of development financial processes, JHAS, constituent and relationship management, and development research policies and protocols.
• Support the planning of donor visits, advisory council meetings, cultivation events, and alumni engagement gatherings.
• Execute departmental mailings accurately and efficiently. This includes departmental gift acknowledgment processes, donor communications, solicitation appeals, and event follow-up.
• Utilized mail merge function to prepare, personalized letters, e-mails, Mailchimp, Thankview, Salesforce Marketing Cloud, and phone calls, as appropriate.
• Track fundraising and stewardship actions. Submit research requests, enter prospect management actions, and coordinate biographical and other updates in JHAS with Advancement Services.
• Retrieve and modify giving and donor reports as requested by gift officers.

Administrative:

• Provide high-level administrative and project support as requested.
• Schedule and provide guest services for internal and external meetings including campus-wide room reservations and managing catering. Prepare agendas and related materials, attend meetings, take minutes, and monitor follow-ups as requested.
• Triage administrative requests via phone, email, or walk-in. Respond to inquiries independently.
• Assist with coordinating complex projects such as department or divisional events and celebrations.
• Proactively manage the direct report's calendar and arrange meetings with internal and external constituents.
• Research and assemble materials for presentations and projects.
• Arrange travel logistics (domestic and international) and reimbursements through SAP and Concur.
• Manage Zoom account for virtual events.
• Maintain calendars for conference rooms and other events.

Events:

• Support special event planning that includes catering and room reservations
• Manage event registrations and attendees lists.
• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/breakdown, processing of expenses, reimbursements, travel planning, and catering.

Financial:

• Create shopping carts, purchase orders, travel reimbursements, and online check requests in SAP.
• Submit invoice payments, and set up new vendors in PaymentWorks and SAP.
• Provide support for Pcard allocations and CTBC (travel card) allocations.
• Provide support as a Concur travel delegate for submitting travel reimbursements.
• Process non-travel reimbursements and check requests.
• Additional duties as assigned.

• 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.

• Exceptional oral and written communications skills, emotional intelligence, creativity, judgement, attention to detail, and problem-solving skills
• Friendly, team-oriented, and able to work effectively in varied, fast-paced environments
• Strong ability with MS Office word processing and spreadsheet software, proofreading, and database management
• Direct experience in development and working with fundraising databases preferred
• Ability to be flexible and composed in rapidly changing situations

Classified Title: Administrative Coordinator
Job Posting Title (Working Title):Administrative Coordinator, Central Administration
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $48,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
Exempt Status:Non-Exempt
Location:Mount Washington Campus
Department name: 10001644-Human Resources
Personnel area: University Administration