Location: Baltimore,MD, USA
Job Req ID: 115026
Administrative Coordinator
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 hybrid work arrangement with an onsite presence of 3 days per week. The manager will confirm the team's core onsite days when 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 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, human resources, project management and special events professionals who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations. As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.
Reporting to the Principal Administrative Specialist, this position provides administrative support to a team of development officers which includes the Director of Prospect Management, Director of Foundation Relations, Director of Volunteer Leadership, and a Director of Corporate Relations at the Johns Hopkins Bloomberg School of Public Health.
Key responsibilities:
* Provide direct support to four Directors. This support includes timely preparation of acknowledgement letters, fundraising solicitations, pledge reminders, and general correspondences to alumni, donors and prospects which may include mail merges. Maintain electronic calendars and schedule appointments and meetings. Make routine travel and hotel accommodations and process travel reimbursements.
* Use the development database (JHAS) to conduct searches, pull basic summary data, and update donor addresses as appropriate.
* Provide support in Relationship Management module by retrieving reports, entering stewardship actions, proposals, solicitation approaches, and creating constituent and prospect records.
* Prepare meeting materials and staff high level meetings. Coordinate preparation, set up and logistics for donor and prospect visits.
* Organize and manage small, high-level meetings which may include reserving room and technology, ordering food and preparing meeting material as appropriate.
* Develop and compile reports. Assist with creation of presentations.
* Proactively manage tasks, prospects, and priorities for the development staff to properly prepare for upcoming meetings and events.
* Proactively monitor and follow-up on action items.
* Schedule and staff development-focused meetings including but not limited to the prospect strategy meeting (PSM) and Pipeline Liaison Group (PLG). Staffing these meetings will include preparing agendas, taking and distributing notes from the meetings, and following up on action items.
* Prepare and send correspondence and packages via messenger service and FedEx.
* Function as a part of the administrative team as a needed for larger group projects and assignments.
* Submit gift transaction documentation through the CRM (JHAS) which includes entering outright gifts and pledge payments, reviewing and submitting sessions that auto route to our DOFF for review and entering new pledges.
* Serve as a backup for submitting online payment requests and shopping cart orders in SAP.
Minimum Qualifications
* High School Diploma or graduation equivalent
* Three years related experience
* Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
Preferred Qualifications
* Prior experience working in a development office and coordinating small events/meetings that involve catering is preferred.
* Excellent computer software skills including Microsoft Office and database management are a must. Experience using databases a plus.
* Excellent verbal and written communications skills, organizational skills, attention to detail as well as the ability to set priorities, work in an extremely fast-paced environment and meet deadlines in a timely fashion are required.
* Candidate should have an excellent telephone and professional manner, and a highly professional image with the ability to interact with faculty, staff, donors, and volunteers at all levels required.
* This position requires one who enjoys meeting and working with a wide variety of people.
* Responsibilities require significant collaboration and coordination with others. The ideal candidate can thrive in an intellectually challenging, fast-paced, collegial environment.
Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $50,000' commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 9:00am-5:00pm
Exempt Status: Non-Exempt
Location: School of Public Health - East Baltimore Campus
Department name: 10001029-Development
Personnel area: School of Public Health
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:
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
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 ...@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
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 and all other JHU applicants should visit
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.
School of Public Health - East Baltimore Campus