Administrative Coordinator

Johns Hopkins University•Baltimore, MD

18d

About The Position

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others. 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. We are excited to add a talented and motivated casual Administrative Coordinator to join our central administrative team. As a member of this dynamic group, you will play a key role in supporting 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. The successful candidate in this role may have the opportunity to join the team in a full-time capacity.

Requirements

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

Nice To Haves

Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

Plan, support, and organize daily activities of the office, unit, or program.
Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting 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 contact with internal and external service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
Develop and compile reports.
Assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Perform non-routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for events/functions.
Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
Other duties as assigned.
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. 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.
Support the planning of donor visits, advisory council meetings, cultivation events, and alumni engagement gatherings.
Execute departmental mail-merged mailings accurately and efficiently. This includes departmental gift acknowledgment processes, donor communications, solicitation appeals, and event follow-up. Utilized additional tools such as Mailchimp, Thankview, and SalesforceMarketing Cloud, as appropriate.