Working Title: Administrative Coordinator Role/Level/Range: ATO/2/OE
Department: Development and Alumni Relations Status/Hrs: FT/37.5
Reports to: SAIS Associate Dean for Development and Alumni Relations
The Administrative Coordinator will report directly to the Associate Dean for Development and Alumni Relations and will assist all development and alumni relations staff members and provide administrative/office management support. Requires a high level of independent thinking, attention to detail, flexibility, excellent computer skills, and the ability to thrive in an extremely fast-paced environment.
Administrative Assistance for Associate Dean and Directors:
Make travel and hotel reservations;
Schedule appointments and maintain calendars;
DAR Office Management:
Greet guests, answer phones, circulate mail and make copies etc.;
Schedule conference room usage;
Coordinate staff meetings, prepare meeting materials and agendas for the DAR office;
Order supplies and track invoice payments;
Prepare and submit accounts payable and purchasing paperwork;
Ensure that expenses are reimbursed for members of the DAR office;
With the Associate Dean, audit the DAR Central budget on a quarterly basis to ensure that resources are being allocated appropriately.
Utilize the Johns Hopkins development Aladin database. Responsible for creating, maintaining and updating donor and prospect records, inputting visit notes provided by the DAR team.
Manages the office activities which include exercising independent judgment in resolution of administrative problems which includes interpreting and communicating operating policies and procedures;
Perform other duties as assigned.
Computer & Other Special Needs for Position
Computer 90%, Fax machine 5%, copier 25%. Proficiency with Microsoft Word, Excel, Aladin, Access and PowerPoint, Email, the internet, SAP.
Degree of Independent Action Performed
Ultimate decision making authority rests with the associate dean. This position will operate with only moderate supervision and requires independent action and judgment when the associate dean is unavailable to solve problems or address issues that require immediate attention
Internal & External Contacts
Frequent Contact with SAIS and JHU administrative and academic offices. External contact could include visiting professors, outside organizations and visitors.
Skills & Knowledge:
Excellent customer service skills, strong oral and written communication skills
The ability to interact with multiple and diverse constituents
Excellent organizational skills, strong attention to detail, good judgment, flexibility and the ability to multi-task and work on multiple projects effectively is required.
Must have excellent computer skills to include Microsoft Word, Excel, Access and Power Point.
Should be knowledgeable of web page management tools.
An interest in International Relations would be a plus.
3 or more years of previous administrative experience is required.
Experience in an academic environment a plus but not required
High School/GED required.
A Bachelors degree or equivalent experience is preferred
Ability to sit in a normal seated position for extended periods of time.
Reaching by extending hand(s) or arm(s) in any direction.
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard.
Communication skills using the spoken word.
Ability to see with normal parameters.
Ability to hear within normal range.
Internal Number: 14453-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.