Administrative Coordinator

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, human resources, project management and special events professionals who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.

GENERAL SUMMARY/ PURPOSE STATEMENT

Reporting to the Sr. Financial Analyst, 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 acknowledgement 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 ALADIN, 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, 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 front-office backup to 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 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.

MINIMUN 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.

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.

PREFERRED QUALIFICATIONS:

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 a 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. 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.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 with computers, 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.

Supervisory responsibility:None

Budget Authority:None

Classified Title:Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range:Commensurate with experience
Employee group: Full Time
Schedule: M-F, 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

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 atjhurecruitment@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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