Johns Hopkins University Development Coordinator in Baltimore, Maryland

OFFICE AND BLOOMBERG SCHOOL OVERVIEW

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, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Constituent Relations.

The School recently completed its Centennial year and is in the final year of a University- wide fundraising campaign, Rising to the Challenge . As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for creative work at the highest levels of excellence.

GENERAL SUMMARY/ PURPOSE STATEMENT

This position provides development-related administrative support to the Constituent Relations and Special Events team in the Office of External Affairs at the Bloomberg School of Public Health. This support includes preparations for events that are held at the School as well as at a variety of locations domestically and internationally.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Support the development efforts in the management of the School’s relationship with alumni, donors and advisory board members.

  • Use the development database (ALADIN) to conduct advanced searches, report giving data, update donor addresses, and manage event-related details in the events module.

  • Coordinate and manage meetings (which include working luncheons and/or dinners), events, symposiums, and lectures. Guests include faculty, staff, students, alumni, trustees, visiting dignitaries, donors and prospects. This coordination includes, designing, preparing and sending invitations; receiving and recording responses; receiving payments for events (when appropriate); securing hotel reservations; submitting RFPs to service providers; evaluating proposals and negotiating contracts (when appropriate); reserving rooms; coordinating security, housekeeping, parking and transportation; arranging audio/visual equipment for guest lecturers; and preparing meeting packets (final agendas, and other print collateral).

  • Assist with planning high-level donor engagement and stewardship events such as dinners and professorships.

  • Provide event coordination assistance with regional alumni and constituent engagement events (some coordination may involve onsite assistance during evenings).

  • Act as main point of contact for select events to include CHH and CPHHR advisory committees meetings.

  • Along with the constituent relations team, act as a point of contact for the Delta Omega Honorary Society which includes maintaining a spreadsheet of chapter dues and coordinating event logistics for their annual induction ceremony.

  • Manage event set-up including preparation of space, transport and set up of materials, multimedia, and coordination of service providers.

  • Provide onsite assistance during events acting as point of contact for service providers and internal JHSPH staff (some of which may occur during evening hours and on weekends).

  • Create guest lists including giving details for gift officers and confidential briefings (as needed), gathering data from ALADIN and other databases.

  • Arrange and manage event registration by printing nametags, uploading guest lists to Zkipster, and overseeing staff volunteers. Manage the events phone line and email account by retrieving and responding to the messages.

  • Provide post-event support including following-up with vendors about invoices, and compiling reports.

  • Liaise with Financial Analyst and Sr. Administrative Manager about special events budget. Ensure event expenses align with budget allocations and that invoices are submitted in a timely manner.

  • Manage inventory of donor giveaways, and assist with placing replenishment orders through the Marketing the Communications team as needed.

  • Provide back-up coordination of the advisory board databases, and website.

  • Generate semi-annual reports of donors who should be added to the school’s VIP list. Review list with gift officers and update ALADIN records accordingly.

  • Along with Assistant Director of Special Events, represent the school as co-coordinators for the annual United Way campaign. Plan engagement activities for the school’s faculty and staff.

  • Submit travel and business expense reimbursements in SAP.

  • Function as part of operations team as needed for larger group projects and assignments.

  • Answer and triage telephone calls, photocopy and fax materials, log incoming contributions, etc.

  • Prepare and send correspondence and packages via messenger service and FedEx.

  • Other duties as assigned.

MINIMUN QUALIFICATIONS (mandatory):

Education/Experience: High School Diploma/GED required. Three years of related experience required. Additional education may be substituted for required experience, to the extent permitted by the JHU equivalency formula.

PREFERRED QUALIFICATIONS: Prior events experience is strongly preferred. Excellent computer software skills including Microsoft Office and database management are a must, some knowledge of HTML, CSS, and graphic design experience also preferred.

Special knowledge, skills, and abilities : Excellent verbal and written communications skills, organizational skills, attention to detail as well as the ability to set priorities, work in an extremely fast-paced environment and meet deadlines in a timely fashion are required. Candidate should have an excellent telephone and professional manner, should be polite, friendly and a team player. This position requires one who enjoys meeting and working with a wide variety of people. Occasional evening and weekend hours to assist with events are required. Responsibilities require significant collaboration and coordination with others.

Technical qualifications or specialized certifications:

Any specific physical requirements for the job: Applicants should be able to move easily throughout the campus and to off-site event locations to pick-up/deliver materials and set up/take down for events.

Supervisory responsibility: None

Budget Authority: None

OFFICE AND BLOOMBERG SCHOOL OVERVIEW

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, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Constituent Relations.

The School recently completed its Centennial year and is in the final year of a University- wide fundraising campaign, Rising to the Challenge . As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for creative work at the highest levels of excellence.

GENERAL SUMMARY/ PURPOSE STATEMENT

This position provides development-related administrative support to the Constituent Relations and Special Events team in the Office of External Affairs at the Bloomberg School of Public Health. This support includes preparations for events that are held at the School as well as at a variety of locations domestically and internationally.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Support the development efforts in the management of the School’s relationship with alumni, donors and advisory board members.

  • Use the development database (ALADIN) to conduct advanced searches, report giving data, update donor addresses, and manage event-related details in the events module.

  • Coordinate and manage meetings (which include working luncheons and/or dinners), events, symposiums, and lectures. Guests include faculty, staff, students, alumni, trustees, visiting dignitaries, donors and prospects. This coordination includes, designing, preparing and sending invitations; receiving and recording responses; receiving payments for events (when appropriate); securing hotel reservations; submitting RFPs to service providers; evaluating proposals and negotiating contracts (when appropriate); reserving rooms; coordinating security, housekeeping, parking and transportation; arranging audio/visual equipment for guest lecturers; and preparing meeting packets (final agendas, and other print collateral).

  • Assist with planning high-level donor engagement and stewardship events such as dinners and professorships.

  • Provide event coordination assistance with regional alumni and constituent engagement events (some coordination may involve onsite assistance during evenings).

  • Act as main point of contact for select events to include CHH and CPHHR advisory committees meetings.

  • Along with the constituent relations team, act as a point of contact for the Delta Omega Honorary Society which includes maintaining a spreadsheet of chapter dues and coordinating event logistics for their annual induction ceremony.

  • Manage event set-up including preparation of space, transport and set up of materials, multimedia, and coordination of service providers.

  • Provide onsite assistance during events acting as point of contact for service providers and internal JHSPH staff (some of which may occur during evening hours and on weekends).

  • Create guest lists including giving details for gift officers and confidential briefings (as needed), gathering data from ALADIN and other databases.

  • Arrange and manage event registration by printing nametags, uploading guest lists to Zkipster, and overseeing staff volunteers. Manage the events phone line and email account by retrieving and responding to the messages.

  • Provide post-event support including following-up with vendors about invoices, and compiling reports.

  • Liaise with Financial Analyst and Sr. Administrative Manager about special events budget. Ensure event expenses align with budget allocations and that invoices are submitted in a timely manner.

  • Manage inventory of donor giveaways, and assist with placing replenishment orders through the Marketing the Communications team as needed.

  • Provide back-up coordination of the advisory board databases, and website.

  • Generate semi-annual reports of donors who should be added to the school’s VIP list. Review list with gift officers and update ALADIN records accordingly.

  • Along with Assistant Director of Special Events, represent the school as co-coordinators for the annual United Way campaign. Plan engagement activities for the school’s faculty and staff.

  • Submit travel and business expense reimbursements in SAP.

  • Function as part of operations team as needed for larger group projects and assignments.

  • Answer and triage telephone calls, photocopy and fax materials, log incoming contributions, etc.

  • Prepare and send correspondence and packages via messenger service and FedEx.

  • Other duties as assigned.

MINIMUN QUALIFICATIONS (mandatory):

Education/Experience: High School Diploma/GED required. Three years of related experience required. Additional education may be substituted for required experience, to the extent permitted by the JHU equivalency formula.

PREFERRED QUALIFICATIONS: Prior events experience is strongly preferred. Excellent computer software skills including Microsoft Office and database management are a must, some knowledge of HTML, CSS, and graphic design experience also preferred.

Special knowledge, skills, and abilities : Excellent verbal and written communications skills, organizational skills, attention to detail as well as the ability to set priorities, work in an extremely fast-paced environment and meet deadlines in a timely fashion are required. Candidate should have an excellent telephone and professional manner, should be polite, friendly and a team player. This position requires one who enjoys meeting and working with a wide variety of people. Occasional evening and weekend hours to assist with events are required. Responsibilities require significant collaboration and coordination with others.

Technical qualifications or specialized certifications:

Any specific physical requirements for the job: Applicants should be able to move easily throughout the campus and to off-site event locations to pick-up/deliver materials and set up/take down for events.

Supervisory responsibility: None

Budget Authority: None

Please provide cover letter with resume and application.

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

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 HR Business Services Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.