What are the responsibilities and job description for the Sr. Administrative Coordinator, Office of Alumni Relations - 117292 position at The Johns Hopkins University?
Requisition ID: 117292
Sr. Administrative Coordinator, Office of Alumni Relations
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 which includes four different work modalities. This role has a remote work arrangement with an onsite presence of two to three days per week (rotating). 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.
The Office of Alumni Relations is a 30-person central unit within Development and Alumni Relations, responsible for engaging alumni across all schools of the university. The office oversees the functional areas of 1) Reunion Programs, 2) Lifelong Learning and Travel, 3) Regional, Student and Young Alumni Programs, 4) Mentoring Initiatives, 5) Communications, 6) Identity and Shared Interest programs, and 7) the university-wide Alumni Council.
Reporting to and working closely with the Administrative Operations Manager, this position will oversee and assist with leading the administrative operations in the Central Office for Development and Alumni Relations (DAR) at Johns Hopkins University. This position will provide administrative, budgetary, and project management/event support to the Senior Associate Directors for Identity and Shared Interest Communities and Lifelong Learning teams. This position will work with team members, Office of Alumni Relations (OAR) staff, Development & Alumni Relations colleagues, and externally with volunteers and vendors. Primary responsibilities include, a) general administrative support, b) financial management, c) event planning, d) volunteer management, and e) and other duties as assigned. This position will have an additional focus on local alumni programs and initiatives.
Key Responsibilities
Administrative and Project Management:
- Provide complex administrative support for the Office of Alumni Relations to assist in project work in partnership with other internal and external teams across DAR and the Johns Hopkins Enterprise.
- Maintain a conflict-free calendar of meetings and appointments for the Identity and Shared Interest Communities and Lifelong Learning teams.
- Support the Administrative Operations Manager by calendaring and preparing of meeting materials.
- Answer and respond to internal and external inquiries, verbally, electronically, and other forms of communication.
- Order and track materials and supplies for Identity and Shared Interest Communities and the Lifelong Learning teams.
- Maintain and update constituent information as needed in JHAS.
- Support the Lifelong Learning team to update a digital catalog including editing, headshot organization, and finalizing CANVA files for communications.
- Obtain a thorough understanding and use of financial databases (JHAS/Salesforce/SAP/CONCUR) to maintain data, compile, and/or produce reports, and provide information as requested.
- Manage Pcards and Tcards (Sr. Associate Directors) including the DAR Central Billing Travel Card: reconcile and submit invoices and transactions in Concur.
- Manage and submit vendor contracts for review and signature.
- Develop and maintain a working knowledge of SAP to assist OAR staff, as needed, with shopping cart purchases, online payment requests, creating expense reports, and processing reimbursements.
- Develop and maintain a working knowledge of JHAS/Salesforce to assist OAR staff and other DAR offices, as needed, with gift processing, fundraising reports, and data collection.
- Serve as a back-up for administrative support for other OAR leaders and teams without them.
- Staff and provide support in the planning of events and experiences, including creating itineraries, invitations, managing RSVP lists, and ordering and managing catering for events.
- Provide on-site support for Alumni events.
- Note: This position will occasionally require travel and may be required to work outside of normal business hours and/or weekends. You must work the following weekends to support the Office of Alumni Relations; Reunion and Homecoming, Alumni Council Leadership Meetings, Young Alumni events, Commencement Activities, Convocation, and other events as assigned.
- 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.
- 1 year experience in a development office
- Strong organizational skills and ability to prioritize and manage multiple projects simultaneously
- Ability to work independently, take initiative, problem solve, and follow through with assignments from start to finish
- Ability to maintain a high degree of professionalism, collaboration, diplomacy, and confidentiality in a team-focused environment
- Familiarity with University nomenclature, protocols, and programs and any previous experience with JHAS (Hopkins Development Database) or other SalesForce CRM (Customer Relationship Management)
- Demonstrated ability to work successfully with a diverse population of students, faculty, staff, and external parties
- Skills should include Microsoft Teams, Canva, Graphic Design, Air Table, event planning experience, Excel, PowerPoint, Google Forms, and Zoom
Job Posting Title (Working Title): Sr. Administrative Coordinator, Office of Alumni Relations
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum: $41,437 - Maximum: $71,954 (targeted salary: $54,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
FLSA Status: Non-Exempt
Location: Mount Washington Campus
Department name: 10001651-Alumni Relations
Personnel area: University Administration
Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.
Education and Experience Equivalency
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 Completing Studies
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.
Background Checks
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.
Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.
Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.
Mount Washington Campus
Salary : $41,437 - $71,954
