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.
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GENERAL SUMMARY/ PURPOSE STATEMENT
Reporting to the Sr. Administrative Coordinator this position provides administrative support to a team of development officers which includes the Director of Principal and Major Gifts, a Sr. Associate Director of Development, and an Associate Director of Development at the Johns Hopkins Bloomberg School of Public Health.
SPECIFIC DUTIES AND RESPONSIBILITIES
Provide direct support to the Director of Major Gifts, a Sr. Associate Director of Development, and an Associate Director of Development. This support includes the timely preparation of acknowledgment letters, fundraising solicitations, pledge reminders, and general correspondences to alumni, donors, and prospects which may include mail merges. Maintain electronic calendars by scheduling appointments and meetings. Make routine travel and hotel accommodations. Provide assistance submitting reimbursements in the Concur system.
Use the development database, to conduct research, pull reports, and update addresses as appropriate.
Provide support in the Relationship Management module for the team by retrieving reports, entering stewardship actions, proposals, and 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 rooms and technology, ordering meals, and preparing meeting material as appropriate.
Develop and compile reports. Assist with creating PowerPoint presentations.
Proactively manage tasks, prospects, and priorities for the development staff to prepare for upcoming meetings and events.
Proactively monitor and follow up on action items.
Provide administrative support and perform general office management duties necessary in the efficient operation of the Office of External Affairs. This support may include serving as a front-office backup to the first point-of-contact for all guests in the department by greeting and directing visitors and triaging incoming telephone calls.
Schedule and staff development-focused meetings including but not limited to the development team meetings (DTM). 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 needed for larger group projects and assignments. This could include but is not limited to receiving and logging contributions and submitting transactions through CPA.
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
Prior experience working in a development office and coordinating small events/meetings that involve catering is preferred.
Special knowledge, skills, and abilities
Excellent oral and written communication skills required, organization skills, and strong attention to detail including the ability to set priorities, meet deadlines in a timely fashion as well as work in an extremely fast-paced environment are also required. are a must. Experience using ALADIN or other CRMs a plus. Candidate should have an excellent telephone and professional manner, and a highly professional image with the ability to interact with faculty, staff, donors, alumni, and volunteers required. Applicants should also be polite, friendly and a team player. 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 will have the ability to thrive in an intellectually challenging, and collegial environment.
Technical qualifications or specialized certifications:
Candidates must have a high aptitude for computers, and software skills including Microsoft Office and database management.
Any specific physical requirements for the job: Applicants should be able to move easily throughout the campus and pick up/deliver materials and set up/take down for meetings and events.
All applicants are expected to uphold the university's core values which include diversity and inclusion. All staff treats people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Min: $17.97 - Midpoint: $25.30 - Maximum $32.60 Employee group: Full Time Schedule: Monday-Friday 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: School of Public Health - East Baltimore Campus Department name: 10001027-Assoc Dean for External Affairs Off of Personnel area: School of Public Health
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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 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.
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.
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.
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 email@example.com. 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.
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