Administrative Supervisor
Summary of Responsibilities:




Provides administrative oversight as office manager, to include, managing office services including purchasing, Direct Mail, records control, and other administrative activities for the Sidney Kimmel Comprehensive Cancer Center development office. Supervises administrative staff. Provides management for development related events. Interpret operating policies. Exercise independent judgment in the resolution of complicated administrative tasks.

Responsibilities:




Gift Processing Supervisor

Responsible for hiring, training, and managing two Development coordinators in the Kimmel Development office.

In charge of managing the timely processing of pledges, gifts, other payments, and acknowledgements to the Kimmel Cancer Center.

This position will supervise the accurate and timely recording, stewarding and depositing of gifts for a high-volume, time-sensitive, detailed work environment of three gift processors.

Manage Smartsheet gift entries and report gift details to the team.

Manage operations for 3rd party contracted Direct Mail program (Amergent) for the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins.

Event Management

Effectively partner with the Kimmel event planning team to help execute departmental and donor events, on both a recurring and as-needed basis. Includes the activation of highline as well as smaller-scale donor events, such as lunches and meetings with faculty.

Manage the administrative staff in executing these events, including such tasks as event staffing assignments.

Assist in communication with vendors throughout the event planning process, including providing on-site assistance during the event and ensuring invoice payment upon the event's conclusion.

Assist in the completion and organization of other event-related tasks as necessary, including coordinating invitation mailings, etc.

Oversee Zoom logistics, including registration, attendee tracking, presentation, materials support and pre- and post-event evaluations.

Office Management

Effectively communicates with academic leaders, trustees, important donors, alumni, parents, guests, faculty, department Chairmen, and administrators over the telephone, in person, and in writing.

Become familiar with and utilize the SAP system and ALADIN database on a daily basis in order to perform such tasks as running reports, updating constituent information, and processing reimbursements for Co-Directors of Development. Exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the function area.

Handle and screen incoming telephone calls, mail, faxes, electronic and voicemail in an efficient and organized manner. Utilize Word for management and production of outgoing and incoming paper flow including personalizing correspondence to be signed by the Director of the Cancer Center. Utilize Excel to create lists and reports. Utilize PowerPoint to prepare presentations.

Compose letters and documents and edit written materials. Provide conflict free calendar of meetings and appointments for the director and gift officers, including those held both inside and outside the institution. Oversee data entry of all calls, letters, visits, etc. relative to donor and prospect activity for reporting purposes.

Analyze unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems, and revising established procedures.

Coordinate collection and preparation of financial and operational reports.

Analyze and consolidate information and create reports, graphs, tables, records, and other sources of information.

Coordinate faculty and staff development training. Operate personal computer access to e-mail, electronic calendars, and other office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate, and/or format data and/or reports.

Monitor central prospect tracking and clearance systems.

Assist in the preparation and development of management, narrative, and statistical reports. Responsible for the full range of clerical and administrative support activities.

Utilize ALADIN, and SAP systems.

Perform other duties as required

Minimum Qualifications

• 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

Preferred Qualifications

The successful candidate must possess excellent verbal and written communication skills; analyze and segment data competently; solve problems and balance multiple tasks; work independently as well as part of a team; and perform under pressure and within time constraints with a high degree of accuracy and diplomacy. Knowledge of ALADIN and Prospect Management preferred as well as a thorough understanding of central clearance and development research protocols. Ability to maintain a prospect/donor database utilizing ALADIN and Prospect Management to track multiple fundraising projects preferred.



Classified Title: Administrative Supervisor
Working Title: Administrative Supervisor
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range:
Employee group: Full Time
Schedule: Monday - Friday 8:30 a.m. - 5:00 p.m.
Exempt Status: Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10003221-SOM Admin FJHM Kimmel Cancer Center
Personnel area: School of Medicine

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:
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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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 jhurecruitment@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 accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on 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.

Note: Job Postings are updated daily and remain online until filled.


To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrative-Supervisor-MD-21202/920962500/








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