Sr. Administrative Coordinator

Sr. Administrative Coordinator

The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

The Sr. Administrative Coordinator liaises with high level administrative staff of OFR's key stakeholders outside DAR including the offices of the President, Provost, Vice Provost for Research, and divisional leadership offices. This proactive individual anticipates future needs of the Executive Director and the team, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced team environment.

The Sr. Administrative Coordinator provides expert administrative support to the Office of Foundation Relations (OFR), an integral central team within Development and Alumni Relations (DAR). OFR, comprising 8 FTE, works across all ten divisions of the Johns Hopkins Institutions, and raises upwards of $50-$60 million annually, largely for faculty research, from philanthropic foundations.

Specific Duties & Responsibilities:

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position's responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

In addition to the duties described above, the Sr. Administrative Coordinator will:

• Provide comprehensive administrative support to the 7+ members of the central OFR team, including calendar management, meeting logistics and agenda preparation, travel arrangements, technology and supply ordering, and drafting and editing correspondence and materials.
• Coordinate complex logistics for foundation meetings and events (both virtual and across on-campus locations), including materials, space, catering, and technology.
• Manage financial and administrative processes for the team, including budget monitoring, procurement, invoice processing, expense reimbursements, grant payment processing, and ensuring adherence to DAR and university financial policies and procedures.
• Support the annual foundation stewardship reporting process, including proactive timeline management, compilation of endowment and programmatic reports, and proofreading; also supports the ongoing foundation leadership acknowledgment process by drafting, reviewing, and routing letters for approval.
• Serve as backup support for the Senior Development Coordinator, assisting with data entry and reporting in the JHAS Constituent Relationship Management (CRM) database.
• Maintain shared inboxes, files, trackers, and administrative systems to support efficient operations and effective information management.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula beyond a high school?diploma/graduation equivalent

Preferred Qualifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint
• Bachelor's degree
• Experience using a CRM