Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Employee group: Full Time Schedule: Monday-Friday 8:30am-5:00pm Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001027-Assoc Dean for External Affairs Off of Personnel area: School of Public Health
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 Alumni Relations/Annual Giving.
In 2017, the School completed its Centennial year and recently completed 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
Reporting to the Sr. Administrative Manager, this position provides administrative support to a team of development officers which includes the Director of Major Gifts, and three Associate Directors of Development in the Office of External Affairs at the Johns Hopkins Bloomberg School of Public Health.
SPECIFIC DUTIES AND RESPONSIBILITIES
Provide direct support to the Director of Major Gifts, and three Associate Directors of Development. This support includes the timely preparation of acknowledgement letters, fundraising solicitations, pledge reminders and general correspondences to alumni, donors and prospects which may include mail merges. Maintain electronic calendars and schedule appointments and meetings. Make routine travel and hotel accommodations and process travel reimbursements.
Use ALADIN, the development database, to conduct research, print biographical summaries and reports, and update addresses as appropriate.
Provide support in Relationship Management module for the team by retrieving reports, entering stewardship actions, proposals, 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 room and technology, ordering food and preparing meeting material as appropriate.
Develop and compile reports. Assist with creating 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.
Receive and log contributions received in the mail, or in-person delivery.
Provide back-up support to the Budget Specialist by submitting contribution transactions through CPA during busy gift processing season.
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 front-office backup for first point-of-contact for all guests to 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, and the Associate Dean’s development leadership team (DELTA) meetings. Staffing these meetings will include, 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.
Minimum Qualifications (mandatory):
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.
Prior experience working in a development office and coordinating small events/meetings that involve catering is preferred.
Special knowledge, skills, and abilities:
Excellent computer software skills including Microsoft Office and database management are a must. Experience using ALADIN a plus. 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, and a highly professional image with the ability to interact with faculty, staff, donors and volunteers at all levels 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. Ideal candidate will have the ability to thrive in an intellectually challenging, fast-paced, collegial environment.
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.
Internal Number: 16708-en_US
About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.