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Administrative Operations Specialist, Alumni Relations

Employer: Johns Hopkins University
Location: Maryland, United States
Salary: Salary Not Specified
Date posted: Dec 3, 2021

Position Type: Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Chief Business Officers & Vice Presidents
Employment Level: Administrative
Employment Type: Full Time

General Description:

The Administrative Operations Specialist serves as an integral part of the Office of Alumni Relations (OAR), as theprimary financial and administrative officer. The Office of Alumni Relations is a 26-memberdepartment which includeslifelong learning, regional and young alumni programs, homecoming and reunions, alumni council and leadership, identity and interest groups, andcommunications and marketing. Oversee the annual budgeting process and monthly budget projections, ensure that detailed annual budgets are completed and submitted in a timely manner. The annual budget is approximately $3.5 million. Oversee a working team of four administrative professionals within the office; assuring that processes are completed in an efficient and timely manner.

Primary Duties and Responsibilities:

Oversee the day-to-day operations for theOARbudget to include invoice payments, employee and alumni reimbursements, and travel card and procurement card reconciliations

Oversee and monitor actual expenditure levels against budget projections and funding obligations; make sure budget adjustments and other cost improvement measures are made as needed; coordinate the preparation and interpretation of financial reports for Associate Vice President and Sr. Director’s review

Manage the human resource component for the office which includes liaising with central and divisional human resources offices; review and approve time and attendance for all department staff; assist with onboarding and technology setup for new employees

Support both the Associate Vice President and the Sr. Director by calendaring, preparation of meeting materials, facilitate virtual meetings and conference calls, screen calls, coordinate travel, and expense reimbursements

Serve as team lead for our administrative staff; ensure that administrative tasks are distributed evenly and that projects are completed correctly; Coordinate and lead administrative team meetings to discuss projects, processes, and issues and facilitate discussion to identify solutions to resolve issues as they arise

Recommend, develop, and implement policy and procedural changes to improve operations of the office

Track the office's various work plan, maintaining a current list of staff who maintain flex schedules and keeping the office apprised of hybrid and remote working arrangements

Oversee the gift processing and acknowledgment system to ensure that contributions are deposited, processed for tax receipts, and that donors are thanked in a timely manner

Ensure that the monthly gift reports are prepared and distributed to department and division administrators

Serve on department, DAR and University committees as assigned by the Associate Vice President of Alumni Relations

Supports both Associate Vice President andSr.Director of Alumni Relations with various day to day and long-termprojects and University-wide special projects

When necessary, liaise with JHU temporary employment agency to create requisitions, review resumes, and approve timesheets

Ensure all department computers (approximately 30) are functioning properly, work with IT for all computer repairs. Manage technology device purchases and repairs for the office.

Ensure office infrastructure (lighting, furnishings, storage spaces, etc.) are functioning properly, work with JHU Facilities for needed repairs or replacement

Support the move from San Martin Center to Mount Washington building over the next 12 months by serving on work groups, committees, and task forces as needed

Prepare regular Alumni Council budgets, schedule recurring meetings for Alumni Council President and First Vice President with Associate Vice President

Schedule recurring staff meetings on behalf of the Office of Alumni Relations; partner with colleagues in Annual Giving on joint meetings

Serve as OAR liaison to San Martin Center’s administrative shared services plan

Minimum Qualifications:

Bachelor’s Degree.

Five years of progressively responsible, professional-level, administrative or financial experience related to monetary or non-monetary resources of a department, office or unit

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

Preferred Qualifications:

Ability to move freely within the campus for meetings

Must possess excellent computer skills

Ability to exercise managerial and professional judgement and assume complete responsibility for decisions, consequences and results

Proactive management of staff, resources and administrative planning

Experience using SAP and alumni relations/development database software (ALADIN)

Experience in human resource management

Classified Title:Administrative Specialist
Working Title: Administrative Operations Specialist, Alumni Relations
Role/Level/Range: ATP/03/PC
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001651-Alumni Relations
Personnel area: University Administration

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.

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

Homewood Campus

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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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