Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: Monday-Friday 8:30am-5:00pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10000153-Bioethics Institute Personnel area: School of Medicine
The Administrative Coordinator provides administrative support to the Berman Institute of Bioethics External Affairs team and plays a key role in the office’s gift processing and acknowledgment process through the production of meaningful, personalized correspondence and stewardship. In addition, the Administrative Coordinator proactively manages tasks and becomes familiar with prospect lists and Berman Institute priorities to help the development officers reach their goals and properly prepare for upcoming meetings and events including scheduling, agenda, logistics, and disbursement of pertinent materials to attendees.
This position provides development-related administrative support to the Sr. Director of External Affairs, the Associate Director of Development, and the Marketing and Communications Manager within the External Affairs team at the Berman Institute of Bioethics.
Primary job tasks include:
Maintain electronic calendars for members of the department.
Make travel arrangements and build trip itineraries for members of the department.
Manage reimbursements and receipt tracking for members of the department.
Order supplies for the office.
Schedule all meetings relevant to the department, create necessary documents, and distribute materials prior to meeting.
Draft and mail or distribute letters and memos to the appropriate individuals, both internally and externally.
Perform mail merge projects from standard letters and correspondence.
Photocopy and distribute documents to appropriate individuals and pick-up and deliver materials throughout the campus as needed.
Understands the University’s donor database (ALADIN), especially Relationship Management. Pulls lists, reports, and data, as requested.
Support he development efforts in the management of the School’s relationship with alumni, donors, and advisory board members.
Process gifts and pledges in a timely and efficient manner using the ALADIN and Contribution Processing Automation (CPA) system.
Ensure that all gifts and pledges given to the Institute are properly acknowledged and stewarded.
Regularly update prospect and donor data in ALADIN.
Create documents and reports that update the Sr. Director on progress toward goals.
Create donor visit briefings with information generated from ALADIN.
On an infrequent basis, the Administrative Coordinator will be asked to work on nights and weekends to support office events and other time-sensitive initiatives, such as board meetings and other development-related events.
Manage logistics for Advisory Board meetings, including communications of dates, tracking of attendance, transportation, materials management, among other duties.
Liaise with the Institute’s finance team about special events budget. Ensure event expenses align with budget allocations and that invoices are submitted in a timely manner.
Work collaboratively with the Berman Institute’s administrative teams to provide consistent support, back up, and coverage for general office support.
Contribute to the overall Berman Institute administrative support tasks occasionally, including front desk duty, events help, and various other ad hoc needs.
Demonstrate willingness to assist others within the office to accomplish common objectives.
Other duties as assigned to support the administrative needs of the office.
High school diploma/GED required. Three (3) years administrative/office experience required.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Bachelor’s degree preferred.
Special Knowledge, Skills, and Abilities:
Candidate must be proactive and effective when working independently and as part of a team.
Must be capable of maintaining a high degree of professionalism and confidentiality at all times.
Must adapt to and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment.
Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously.
Must possess excellent word-processing and database management skills; significant PC experience with a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, the internet, and the ability to learn new software. SAP knowledge preferred.
Strong interpersonal and written communication skills required, and must be able to create original correspondence, such as letters, memos, reports, etc.
Ability to multi-task and prioritize in a well-organized manner.
Self-initiated/proactive problem solver.
Ability to work independently and as part of a team.
Ability to sit for eight (8) hours straight and to stand for various time lengths.
Must be service oriented, discreet, and behave ethically at all times.
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.