General DescriptionThe Administrative Coordinator reports directly to the Administrative Supervisor and is responsible for assisting the Administrative Supervisor at the Fund for Johns Hopkins Medicine in managing the operations of a multifaceted administrative office. This position will also serve as an operations floater and support FJHM development offices, during their administrative personnel transition, as a temporary administrative coordinator.
*Ability to effectively communicate with important donors, alumni, patients, guests, department chairmen, faculty, administrators and professional colleagues over the telephone and in person.
*Ability to work independently, manage and assist with multiple projects simultaneously, determine priorities, and maintain a high degree of professionalism and confidentiality.
*Ability to maintain professional relations with the department chairmen and faculty, FJHM staff and university staff; including the handling and screening of incoming telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner.
*Knowledge of computer networks and Windows applications including Word, Excel, Access, PowerPoint, and Adobe, etc. as well as DAR - University-specific databases and computer based tools, including Aladin, Galaxy, and SAP, for management and production of heavy incoming and outgoing paper flow, to prepare presentations and reports, and to manage an efficient office operation.
*Provide backup support to the Administrative Coordinator and Administrative Secretaries 2 in the Office of Finance and Administration. Answer FJHM main phone line and handle inquiries, sort and distribute incoming mail, submit maintenance requests through online request system.
*Assist in candidate interview process by setting up and facilitating video conferencing software/equipment.
*Create and maintain supply of new employee onboarding binders.
*Develop and maintain a working knowledge of SAP to assist the administrative supervisor, and/or assigned office, with shopping cart purchases, online payment requests, creating expense reports and processing reimbursements.
*Ability to maintain an organized filing system.
*Ability to draft, compose, proofread, and edit clear and concise letters, documents and all written materials.
*Manage a conflict-free calendar of meetings and appointments.
*Perform additional duties as assigned by the Administrative Supervisor.
*Assist FJHM development departments during Administrative Coordinator's leave of absences and/or vacancies by processing invoices, travel reimbursements, shopping cart purchases, supplies, etc.
*Process charitable gifts (both checks and credit card contributions), for currently assigned department, within the FJHM check scanning software, CPA and Merkle. This responsibility includes the accurate assigning of funds to gift accounts, which may require communication with physicians' office support staff, budget analysts, and gift-processing staff at the Fund for Johns Hopkins Medicine, the central development office at Homewood, the Annual Giving office at Homewood, and the Treasurer's office at Homewood.
*Assist in the processing and documentation of gift agreements.
*As required, run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and donors are acknowledged promptly.
*Use SAP to review, process and reconcile service request invoices submitted by 750 E Pratt Street building management.
*Review and reconcile postage machine and in-house copier invoices.
Provide monthly copier count and postage usage amounts for individual development departments to budget analyst.
Development/Fund Raising Activities (20%):
*Ability to maintain a comprehensive knowledge of Aladin and Relationship Management System to track multiple fundraising projects and donors/prospects in the system. Ability to learn and maintain a working knowledge of database procedures including central clearance, research requests, and gift and financial records.
*As required, ability to use computer resources to research information for designing prospect and donor profiles.
*Ability to produce a variety of database reports by department, physician, giving interest, geography, donor/non-donor and others as needed.
*Create mailing lists as needed for solicitation mailings, including invitations, newsletters and general correspondence.
*Organize and assist with solicitation mailings.
*Document, maintain and communicate pledges/gifts received for special campaign and memorials to associated Departments and donor families.
*Compose acknowledgment letters for faculty use.
*Plan and assist with the implementation of special events including developing and maintaining invitation lists; coordinating mailings; managing RSVPs; staffing events; and communicating with vendors including caterers, photographers, florists and printers.
*Attend and participate in Fund-wide support staff meetings.