Working title (if applicable): Development Coordinator (Volunteer Engagement)
Reports to: Associate Director, Donor & Volunteer Engagement.
Employee group (Full time/Part-time/Limited/Casual): Full time
Schedule (hours/days): M-F, 37.5
Employee subgroup (FLSA Status): non-exempt
Department name: Development and Alumni Relations
Personnel area (School): University Administration
The Office of Donor and Volunteer Engagement (DVE) works across Johns Hopkins University and Johns Hopkins Medicine to ensure excellent long-term relationships are built with our top donors and leadership volunteers through creative and effective opportunities for stewardship, engagement, acknowledgement and recognition. Our goal is to create an environment where Development & Alumni Relations (DAR) colleagues work together with university leaders and senior faculty to engage and steward our top donors and leadership volunteers in meaningful ways that help increase their level of involvement with, and support for, Johns Hopkins.
We define a leadership volunteer as a trustee, trustee emeritus, advisory council member, Alumni Council officer, campaign or development committee member, member of the Hopkins Parents' Council, reunion class agent, or other volunteer leader, who is managed by Development and Alumni Relations. The Development Coordinator supports the volunteer engagement program and serves as a front line representative to university trustees, advisory board members, donors at all levels, DAR Executive Team members and staff in the offices of the President, Vice President for Development and Alumni Relations, and Principal Gifts, as well as other senior managers and colleagues across DAR, faculty leaders, and the general public. The Development Coordinator has knowledge of and supports policies and procedures relating to volunteer engagement.
Specific responsibilities of the Development Coordinator include:
Event coordination and administration (30%)
The main event is the biennial Johns Hopkins Leadership Summit for more than 400 volunteer leaders hosted by the Johns Hopkins University President and Board of Trustees. Event administration will also be provided for new volunteer onboarding training, other annual Leadership Weekend activities, and for Johns Hopkins in Action (JHIA) – an institution-wide community service initiative. The Development Coordinator will provide support as needed to the JHIA working group chair (e.g. scheduling committee meetings, assisting with meeting agendas and maintaining the JHIA event website, etc.) The Development Coordinator may also help to plan other events or large meetings from time to time.
Duties (for any event) may include:
Oversight of all registrations (guest, faculty, and staff attendees) and coordination of event attendance statistics for DAR Executive Team
Liaising with the Development Communications and Special Events departments and providing support to the Associate Director regarding all event logistics, marketing materials, and mailings
Monitoring event budget and tracking expenditures
Helping to prepare timely, accurate briefings for the President, faculty, and other guest speakers, including preparing short biographies of important guests
Coordination of staff volunteers who will assist with the smooth running of the event
Scheduling, attending, and taking notes for all working group and other meetings (as required)
Preparing event folders and special gifts for guests
Creating and implementing a post-event guest survey to evaluate event outcomes
Education and training (30%)
Content management of, and annual updates to, the Johns Hopkins Advisory Council handbook: Guidelines and Best Practices for Working with Advisory Boards and Councils
Content management of, and regular updates to, Galaxy portal pages on volunteer engagement as an engaging source of information for all DAR staff. Includes:
Directory of volunteer boards and councils
Best practices section on volunteer engagement
Special events information – Leadership Summit and other events
Training opportunities for staff and volunteers
Policies and procedures
Online version of the Advisory Board Handbook
Assisting in the design of a volunteer web portal that will meet the needs of volunteers, with responsibility for the ongoing content management
Coordinating specific training activities as required (e.g. development of online training tools and materials, support to administrators in other Development Offices regarding volunteer engagement measures, facilitating training or discussion around a topic of particular interest)
Support to director, associate director and other colleagues regarding training courses, including: preparation of learning objectives, room and audio-visual arrangements, all handout materials, Powerpoint presentations, post-training evaluations, liaison with guest speakers/trainers and Office of Training and Development, as needed.
Measurement and analysis of volunteer activity (20%)
Ensure accuracy of volunteer records and how they are coded in the ALADIN database
Coordinate with divisional representatives to keep a comprehensive calendar of all advisory boards meetings across the institution
Work with the Director and Associate Director to develop, monitor, and review measures for volunteer engagement activity
Be a champion with DAR staff (gift officers and administrators) for accurate and regular recording of volunteer engagement, stewardship and fundraising activity via Relationship Management (the prospect management database)
Track, analyze, and report on volunteer engagement data on a regular basis, as required
From time to time, design and coordinate surveys and evaluation tools to obtain feedback from volunteers and staff regarding their experiences.
Support to Director and Associate Director (20%)
Administration of a welcome letter from the chair of the Johns Hopkins University Board of Trustees to new advisory council members
Work with Development Offices to update advisory council records twice a year in the ALADIN database to ensure mailing lists are kept as accurate as possible
Administration of an annual update letter from the President of Johns Hopkins University to all volunteer leaders
Assist the Associate Director with the Board of Trustees Acknowledgement Call Program
Create and maintain a comprehensive online and paper filing system for volunteer engagement, training materials, best practices, presentations, etc.
Other duties as assigned.
A high school diploma/GED is required, bachelor's degree preferred. Three years of related experience is required. Additional education may substitute for required experience.
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 firstname.lastname@example.org. 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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