Location: East Baltimore Campus, Bloomberg School of Public Health
OFFICE AND BLOOMBERG SCHOOL OVERVIEW
The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration.
The Finance and Administration team provides business operations support and includes administrative, finance, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Constituent Relations.
The School successfully completed a University- wide fundraising campaign, Rising to the Challenge. To date, the School has exceeded its campaign goal of $700M by raising in excess of $1.2B. Included in this total is a $300M gift from the Bloomberg Philanthropies to establish the Bloomberg American Health Initiative, the creation of 25 endowed professorships and will provide 50 full-tuition scholarships annually. Alumni giving is at all-time high and the number of unaffiliated donors has grown steadily. With a new Dean in place and a newly launched strategic plan, the School is well positioned for continued fundraising success. As the leading school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for innovative and creative work at the highest levels of excellence.
GENERAL SUMMARY/ PURPOSE STATEMENT
The Sr. Administrative Coordinator will provide high-level administrative support for complex projects, assigned by the Associate Dean for External Affairs and the Sr. Administrative Manager at the Bloomberg School of Public Health. Reporting to the Sr. Administrative 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 donors and constituents, composing and editing reports and other written materials on behalf of the Associate Dean. This position also provides administrative support to the Sr. Administrative Manager.
SPECIFIC DUTIES AND RESPONSIBILITIES
Supporting the Associate Dean for External Affairs
Manage the operations of the School's Heath Advisory Board, by:
Updating the Bard's website quarterly, with messages to the board, meeting information and materials, and refreshing member bios
Overseeing the preparatins for the twice-yearly meetings. This includes managing the wrk of the event planning team, preparing draft agendas for the main meeting and the membership meeting, while working with other staff who are drafting the Innovation and Commercialization and the Development committee agendas, and drafting the working agenda for the Dean and Board chair.
Arranging the new member rientation program which includes scheduling meetings with the dean, academic department chairs, and other faculty, finalizing minutes from semiannual board meetings and tracking next steps.
Supprting the annual solicitation process for the Health Advisory Board by creating actions in RM, tracking and reporting on progress, and sending reminders to the non-responders.
Proactively manage special projects for the Associate Dean which require sophisticated presentations and reports, create project timelines which includes setting deadlines, communicating with OEA staff, locating data, compiling drafts and preparing final reports.
Manage domestic and international development trips and donor/prospect visits for the Dean and Associate Dean (e.g. transportation, hotel, travel visas, itineraries, directions and packets/gifts), contact organizations, donors, prospects, and dignitaries to schedule appointments, create meeting agendas, and serve as domestic point of contact.
Represent the Associate Dean with the School, University, donors and external individuals, agencies and groups.
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 chairs, faculty, staff or students.
Proactively manage the Associate Dean's electronic calendar for meetings, incoming and outgoing invitations, and frequent meeting requests exercising independent judgment and making independent decisions based on an understanding of projects and priorities, realigning the Associate Dean's calendar as priorities change.
Ensure that the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters.
Resolve issues, and prioritize items which require the Associate Dean's immediate attention.
Regularly handle highly confidential materials, both written and sensitive conversations that often require independent judgment and action.
Collect, collate, and summarize materials for the Associate Dean's use in a variety of settings.
Compose correspondence to be sent under the Associate Dean's signature.
Review correspondence created by members of the Office of External Affairs staff for the Associate Dean's signature.
Proactively manage critical donor/prospect information, visit notes and updates and stewardship visits into RM/ALADIN (in the development database).
Serve as main point of contact with the Dean's and President's office for all briefings associated with events or meetings.
Provide Vice-President's office development updates for the President's Memo.
Assist with managing the departmental short and long-term strategic goals process by tracking and monitoring progress.
Submit travel and business expense reimbursements using SAP.
Participate in finance and administration team special projects.
Supporting the Sr. Administrative Manager
Proactively maintain and manage scheduling needs for the Administrative Manager by arranging meetings. Regularly review and reschedule appointments as necessary to avoid meeting conflicts.
Arrange meeting spaces, and technology as needed.
Assist with scheduling interviews for perspective candidates with appropriate development and alumni relations staff by preparing itineraries and handling communications with candidates.
Schedule OEA all-staff meetings, reserve rooms, order breakfasts/lunches as appropriate, prepare meeting agendas, and coordinate guest speakers.
Work with the staff recognition committee to arrange engagements events.
Schedule directors' meetings and retreats including securing meeting locations and meals as appropriate.
This position will work independently with regular meetings with the Associate Dean for External Affairs, and the Sr. Administrative Manager. This is a highly visible position. Most duties involve sensitive and or confidential issues. The successful candidate must demonstrate careful judgment and a high level of discretion in an extremely busy environment. Inter- and intra-office communication and teamwork skills are critical.
MINIMUN QUALIFICATIONS (mandatory):
High School Diploma/GED required. Five years progressively responsible administrative experience required. Additional education may be substituted for required experience to the extent permitted by the JHU equivalency formula.
Special knowledge, skills, and abilities
Excellent written and oral communication skills required as well as high level decision making skills and an 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 is required.
Technical qualifications or specialized certifications
Demonstrated computer proficiency in word processing, and presentation software required.
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.
Internal Number: 15767-en_US
About Johns Hopkins University
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.