Sr. Administrative Coordinator, Berman Institute of Bioethics

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 3 days per week. 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.

Established in 1995, the Berman Institute of Bioethics is now one of the largest centers of its kind. Today, the Institute consists of more than 30 core and affiliated faculty from the Johns Hopkins School of Medicine, School of Nursing, Bloomberg School of Public Health, Paul H. Nitze School of Advanced International Studies and the Krieger School of Arts and Sciences.

The Senior Administrative Coordinator for Development and External Affairs at the Johns Hopkins Berman Institute of Bioethics will play an important role for all development and external affairs activities within the Institute.

This position requires a highly professional individual reporting to the Senior Director of Development. The Senior Administrative Coordinator will need to be skilled in multiple areas, including office operations, development support, event planning and general Microsoft Office knowledge.

The position exercises independent judgment in the resolution of administrative problems and performs under pressure with a high degree of accuracy, diplomacy and confidentiality.

Key responsibilities:

Office Support (20%):

• Supports priorities within the Berman Institute of Bioethics Development Office and maintain a high level of professionalism, diplomacy, and confidentiality with donors, volunteers, alumni, academic leadership and faculty, and professional colleagues.
• Work independently and oversee the day-to-day operations of the development office working within the Berman Institute of Bioethics.
• Manage special projects from inception to completion and make recommendations to the Senior Director and Associate Director regarding best courses of action based on desired outcomes and expectations.
• Utilize computer networks, shared drives, software, and applications including Word, Excel, PowerPoint, and Canva for management and production of incoming and outgoing paper flow, prepare presentations and ensure an efficient development office operation.
• Monitor the development office budget, including work plan metrics, and monthly reconciliation of gift transactions, and year-end closing paperwork.
• Coordinate payment process for external vendors and all related operations expenses.
• Coordinate travel for the Senior Director including hotel and flight reservations, and any logistics that accompany the reason for travel. Prepare itineraries and other documents needed for travel.
• Manage a conflict-free calendar of meetings and appointments for the Senior Director, and the Associate Director of Development including those held both internally and externally.
• Perform additional duties as assigned by the Senior Director and Associate Director.

Development Support (30%):

• Process donor gifts or the Berman Institute of Bioethics utilizing systems in use by Johns Hopkins University Development and Alumni Relations. Ensure compliance with procedures and best practices including the accurate and timely processing of gifts.
• Work with budget administrators, Development and Alumni Relations Business Services, and the Development Operations office to create new current use accounts, endowment management, coordinate internal financial transfers, and resolve accounting discrepancies between JHAS and SAP gift accounts.
• Analyze and resolve problems, interpret policies and demonstrate solid knowledge of processes and protocols for gift processing.
• Support the Senior Director and Associate Director with donor stewardship including, but not limited to, annual reports and programmatic updates.
• Draft acknowledgement lists and letters for the Berman Director and Senior Director.
• Compose and edit letters, documents, proposals, stewardship pieces, briefings, scripts, and marketing, event and fundraising collateral materials
• Utilize JHAS database to maintain prospect/donor records, update constituent information, and track gift activity. Learn database procedures including central clearance, research requests, and gift and financial records. Produce various database reports.
• Produced scheduled weekly and monthly and ad hoc reports for Senior Director, Academic Director, and Associate Director including fiscal year progress, mandatory stewardship, and work plan reports.
• In conjunction with Senior Director and Associate Director, create and review donor gift and pledge agreements and track payments to support cash flow projections. Forward gift agreements to appropriate authorized signers for review and approval.
• Manage bi-annual institutional pledge reminders for Berman in consultation with Senior Director and Associate Director.
• Utilize computer resources to research information for designing prospect and donor profiles, and faculty biographies.
• Organize and assist with solicitation mailings. Document, maintain and communicate pledges/gifts received for special campaigns and memorials to the Berman Institute and to donor families.
• Develop a comprehensive understanding of all procedures and Standard Operating Procedures for the Berman Institute, and the central development office of the Johns Hopkins University.

Event Support (30%):

• Work with the Senior Director and Associate Director of External Affairs to ensure that all annual events are properly planned for and executed. Events include but not limited to: Ethics for Lunch, Bi-weekly Seminars, Monthly Community Lunches, Symposia, Research Day(s) and several National Advisory Board Meetings.
• Coordinate and support events around Berman Institute's 30th Anniversary and new building opening.
• Lead and coordinate BI meetings and work groups for the purpose of facilitating event planning and project plans to ensure all tasks and timelines are adhered to.
• Communicate updates related to events with academic partners and relevant stakeholder groups including faculty, facilities, staff and other involved parties.
• Manage the day-of-event effort by ensuring that event space is secured in advance, prepared, food is delivered and cleaned up, and event space is returned to its prior state.
• Assist the Senior Director and Associate Director in the planning, implementation, and staffing of events, such as professorship dedications, endowed lectureships, ceremonies, and other events.
• Develop and maintain invitation lists, coordinate mailings, and manage event responses.

National Advisory Board Support (20%):

• Work with the Senior Director to ensure that all National Advisory Board meetings and Executive Committee meetings are properly planned for and executed.
• Working with the Senior Director, prepare board materials in advance of meetings, including board books, read ahead materials and other items as needed.
• Manage travel support related to board meetings.
• Manage the day-of-event effort by ensuring that event space is secured in advance, prepared, catering is coordinated and managed, and event space is returned to its prior state.
• Provide budget and reconciliation related to board events and meetings.
• Support on site as needed by the Senior Director and Academic Director.

• 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.

• Excellent interpersonal and oral communication skills, and demonstrated effective writing and editorial skills
• Ability to work independently and as part of a team, take initiative, be a self-starter, proactive problem solver, have perseverance, and maintain a high degree of professionalism, diplomacy, and confidentiality
• Comfortable working in a complex, multi-faceted organization and dynamic, fast-paced environment
• Experience working with a broadly diverse groups of constituents such as donors, prospects, alumni, leadership, department chairs, faculty, administrators, and professional colleagues
• Ability to perform well under pressure within time constraints with the highest degree of accuracy and effectiveness
• Strong organizational, mathematical and analytical skills, and ability to prioritize and manage more than one project simultaneously
• Possess excellent word-processing and database management skills, significant PC experience with a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, and the internet. SalesForce and SAP knowledge preferred.
• Ability to be flexible with scheduling as this position may require occasional evening or weekend hours

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title):Sr. Administrative Coordinator, Berman Institute of Bioethics
Role/Level/Range: ATO 37.5/02/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:School of Medicine - East Baltimore Campus
Department name: 10003927-Berman Inst of Bioethics-Dev/Comm
Personnel area: Academic and Business Centers