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Alumni Relations Coordinator

Johns Hopkins University

Details

Posted: 08-Jun-22

Location: Baltimore, Maryland

Salary: Open

Internal Number: 87956-en_US

General Description

This position is the overall administrative support for the Alumni Relations efforts in the Whiting School of Engineering (WSE). The Alumni Relations Coordinator will work with the Director of Constituent Engagement, the Associate Director of Alumni Relations, and other members of the Whiting School team to help plan and coordinate WSE events and volunteer engagement programs. In addition, the Alumni Relations Coordinator is responsible for shared office administrative coverage. Job duties fall under the following four categories:

Volunteer Engagement

Support and coordinate programs and activity for Hopkins Engineering Alumni, including, but not limited to, the Ambassadors program, volunteer programming, constituent events, and the Hopkins Engineering Alumni Leadership Committee.
In collaboration with the Associate Director of Alumni Relations, support and coordinate WSE mentoring programs.
Support WSE marketing and communications efforts to maximize internal announcements, social media outreach, and web postings
Manage giveaways and WSE merchandise for alumni and departments as well as special gifts for leadership groups and high-level donors
Prepare written briefings and bios for attendees

Events

Support and help to coordinate the planning and execution of Development and Alumni Relations (DAR) events, Stewardship events, Department events, and select Whiting School events
Prepare written materials to include event invitations, briefs, constituent biographies, nametags, place cards, and handouts
Work and provide excellent customer service at Whiting School and Johns Hopkins events
Effectively track event budgets, procurement card, and submit expenses in a timely manner
Organize vendor contracts and understand all processes needed to approve contracts and process expenses
Create events in the Events Management System to manage the details of the events, to include registering invited constituents and their guests to the events
Determine the staffing needs of events and assigning the appropriate staff
Ensure events are entered on staff calendars, school-wide calendars, and Central calendars.

Administrative Duties

Manage the team of student employees, including hiring, approving time sheets, and providing work/projects to be completed
Manage the engineering@jhu.edu email inbox, to include sending and coordinating mass emails and tracking all event RSVPs
As part of the team of administrative office staff, answer the main phone line and answer emails to the office email address
Take meeting minutes when required
Manage the 50th Reunion Medallion ordering process, mailing list, returns, and distribution to alumni
Manage the expenses for the Director of Constituent Engagement and Associate Director of Alumni Relations.
Assist with other WSE DAR and WSE overall programs and projects as assigned
Offer assistance to staff and faculty in departments in regard to their outreach to alumni, which includes: mailing lists, emails, etc.
Offer administrative support across the WSE DAR team as needed

Magazine

Manage the mailing for the Engineering Magazine which includes a list of approximately 50,000 magazine recipients
Process returned magazines, remove/add constituents, and update addresses
Check that all alumni and professorship are listed correctly.
Provide other administrative support for the Magazine as needed

Minimum Qualifications

High School Diploma/GED.
Three years related experience (additional education can substitute for some experience).

Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Bachelor's degree preferred.

Strong computer skills (database and design software experience preferred); ability to collect and synthesize information; good judgment, initiative, and self-starter; ability to prioritize and complete multiple tasks, perform timely follow up, and meet deadlines; strong interpersonal skills and the ability to work with volunteers, handle sensitive situations and guide colleagues to achieve objectives; and the ability to keep various people and teams informed and communicate at a high level to ensure smooth project completion.

Special Knowledge and Skills:

Strong written and verbal communication skills
Ability to proof for editorial and grammatical context
Develop program and meeting agendas
Create special event programs
Must possess valid driver's license

Additional information:

The position requires working outside normal business hours and the possibility of travel.

All applicants are expected to uphold the university's core values which includes diversity and inclusion. All staff treat 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: Alumni Relations Coordinator
Working Title: Alumni Relations Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range:
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001471-Development and Alumni Relations
Personnel area: Whiting School of Engineering

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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.

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

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

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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.

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