As a university-wide, independent, interdisciplinary center, the Johns Hopkins Berman Institute of Bioethics identifies and addresses key ethical issues in science, clinical care, and public health both locally and globally.  The Director of Finance and Administration is seeking a full-time Senior Administrative Coordinator in the Office of Finance and Administration, which is responsible for administration, finance, facilities, human resources, special events, and other activities for the Institute.  The Senior Administrative Coordinator will administratively support the Director of Finance & Administration and handle facilities as well as financial transactions, reconciliations, and reporting.

Responsibilities:

• Administratively support the Director of Finance and Administration. Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.  Effectively communicate with academic and administrative leaders, faculty, students, and other staff, on behalf of the director.
• Schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for Director’s office. Organize meetings and prepare meeting materials.  Manage task files and follow up on activities and projects, staying informed regarding all on-going projects for the Director.
• Coordinate key functional aspects of the Institute’s facilities and daily operations involving building, activities, equipment, and resources. Assist with building operations and work with Director to ensure building systems are working effectively and efficiently (including plumbing, HVAC, housekeeping, etc.).  Manage building issues, some of which may be particular to historic/older buildings, and research/propose solutions. Independently identify, evaluate, negotiate, and contract with companies and contractors to complete facilities related work.
• Create and maintain records tracking system for facilities preventative maintenance, life-cycle replacements, and other related issues as well as serve as the primary point of contact for employees reporting issues. Handle daily facilities requirements, including room set-up for courses and other activities.
• Identify, research, and propose recommendations to improve efficiency and generate new approaches to solving BI operational challenges. Lead implementation of new initiatives and strategically anticipate and address issues with creative problem solving. Develop and organize policy and procedure manuals.
• Prepare, approve, and/or serve as backup for financial transactions (purchase orders, online payments, purchase cards, transfers, and others). Reconcile assigned accounts on a monthly basis and identify/resolve financial discrepancies.  Thoroughly analyze financial data and assist in the development of financial projections, non-sponsored budgets, and annual budgets.
• Draft financial memos and reports, correspondence, and other documents on behalf of the Director for dissemination to a wide audience. Proofread and edit confidential and sensitive information, and prepare official documents for signature.
• Design and maintain electronic and physical filing systems to include: filing, retrieval, storage, coding, updating, and destructions. Perform a complete catalogue and reorganization of extensive electronic filing system.
• Develop, oversee, and plan for computer, software, and A/V purchasing, maintenance, and replacement including forecasting and budgeting. Coordinate IT services for new equipment, maintain/monitor inventory, and organize upgrades as needed. Participate in onboarding of new employees by arranging for equipment (computer, telephone, mail box, and desk space) and access (building and printer).
• Manage inventory of office supplies. As the procurement cardholder compile supply and other item requests and place orders utilizing cost-effective methods. Monitor receipt of items and organize invoices for payment and budget reconciliation.
• Represent BI in internal (JHU) and external relationships with professionalism and diplomacy.
• Handle special projects and other duties as required.

Qualifications:

High School diploma required.  Five years of progressively responsible relevant experience required.  Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

• Bachelor’s Degree preferred.

Special Knowledge, Skills, and Abilities:

• Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency. Perform duties without direct supervision or guidance on a regular basis.
• Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities. Respond to requests and urgent matters quickly and creatively.
• Possess excellent organizational skills and attention to detail to track and/or manage various projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
• Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
• Adept in effectively communicating through strong oral and writing skills.  Experienced in writing and editing professional letters, reports, and documents.
• Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
• Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.

How to Apply

Please complete an application for requisition 14352 at https://jobs.jhu.edu and attach a cover letter explaining why you would be a good fit for this opportunity, as well as a resume.  Only applicants selected for further consideration will be contacted.  Johns Hopkins University Berman Institute of Bioethics is an equal opportunity employer.  For more information on our mission and projects please visit www.bioethics.jhu.edu.

General Description:

The Administrative Coordinator provides administrative support to the Berman Institute of Bioethics External Affairs team and plays a key role in the office’s gift processing and acknowledgment process through the production of meaningful, personalized correspondence and stewardship.  In addition, the Administrative Coordinator proactively manages tasks and becomes familiar with prospect lists and Berman Institute priorities to help the development officers reach their goals and properly prepare for upcoming meetings and events including scheduling, agenda, logistics, and disbursement of pertinent materials to attendees.

Responsibilities:

This position provides development-related administrative support to the Sr. Director of External Affairs, the Associate Director of Development, and the Marketing and Communications Manager within the External Affairs team at the Berman Institute of Bioethics.

Primary job tasks include:

• Maintain electronic calendars for members of the department.
• Make travel arrangements and build trip itineraries for members of the department.
• Manage reimbursements and receipt tracking for members of the department.

Administrative Duties:

• Order supplies for the office.
• Schedule all meetings relevant to the department, create necessary documents, and distribute materials prior to meeting.
• Draft and mail or distribute letters and memos to the appropriate individuals, both internally and externally.
• Perform mail merge projects from standard letters and correspondence.
• Photocopy and distribute documents to appropriate individuals and pick-up and deliver materials throughout the campus as needed.

Development Duties:

• Understands the University’s donor database (ALADIN), especially Relationship Management. Pulls lists, reports, and data, as requested.
• Support development efforts in the management of the School’s relationship with alumni, donors, and advisory board members.
• Process gifts and pledges in a timely and efficient manner using the ALADIN and Contribution Processing Automation (CPA) system.
• Ensure that all gifts and pledges given to the Institute are properly acknowledged and stewarded.
• Regularly update prospect and donor data in ALADIN.
• Create documents and reports that update the Sr. Director on progress toward goals.
• Create donor visit briefings with information generated from ALADIN.
• On an infrequent basis, the Administrative Coordinator will be asked to work on nights and weekends to support office events and other time-sensitive initiatives, such as board meetings and other development-related events.
• Manage logistics for Advisory Board meetings, including communications of dates, tracking of attendance, transportation, materials management, among other duties.
• Liaise with the Institute’s finance team about special events budget. Ensure event expenses align with budget allocations and that invoices are submitted in a timely manner.

Other Duties:

• Work collaboratively with the Berman Institute’s administrative teams to provide consistent support, back up, and coverage for general office support.
• Contribute to the overall Berman Institute administrative support tasks occasionally, including front desk duty, events help, and various other ad hoc needs.
• Demonstrate willingness to assist others within the office to accomplish common objectives.
• Other duties as assigned to support the administrative needs of the office.

Qualifications:

High school diploma/GED required. Three (3) years administrative/office experience required.

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

• Bachelor’s degree preferred.

Special Knowledge, Skills, and Abilities:

• Candidate must be proactive and effective when working independently and as part of a team.
• Must be capable of maintaining a high degree of professionalism and confidentiality at all times.
• Must adapt to and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment.
• Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously.
• Must possess excellent word-processing and database management skills; significant PC experience with a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, the internet, and the ability to learn new software.  SAP knowledge preferred.
• Strong interpersonal and written communication skills required, and must be able to create original correspondence, such as letters, memos, reports, etc.
• Ability to multi-task and prioritize in a well-organized manner.
• Self-initiated/proactive problem solver.
• Ability to work independently and as part of a team.
• Ability to sit for eight (8) hours straight and to stand for various time lengths.
• Must be service oriented, discreet, and behave ethically at all times.

How to Apply:

Please complete an application for requisition 14444 at https://jobs.jhu.edu and attach a cover letter explaining why you would be a good fit for this opportunity, as well as a resume.  Only applicants selected for further consideration will be contacted.  Johns Hopkins University Berman Institute of Bioethics is an equal opportunity employer.  For more information on our mission and projects please visit www.bioethics.jhu.edu.