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Executive Assistant and Development Project Specialist

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 7, 2022

General Summary

This position provides expert administrative support for the Senior Associate Vice President (SAVP) for Development and Alumni Relations (DAR). The Executive Assistant and Development Project Specialist is proactive, anticipates future needs of the SAVP, demonstrates responsiveness, strong customer service, independent thinking, and solid judgment in a demanding and fast-paced environment.

Administrative responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, reconciling travel expense reporting, composing gift acknowledgement letters, maintaining confidential information, and other administrative tasks.

Special project responsibilities will require skill in managing and prioritizing multiple projects across a number of DAR divisions in a dynamic, fast-paced environment. The Executive Assistant and Development Project Specialist serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to, DAR managers and leadership, the president, vice presidents, provosts, deans and faculty) and important external clients (such as trustees, key donors and alumni).

This position will be a two-year position with the goal of promoting the incumbent into a role that matches their continued career aspirations within the Johns Hopkins Development and Alumni Relations team.

Specific Responsibilities

Administrative Support: (50% of time)

General Administrative:

  • Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the SAVP. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car and scheduled meetings for the SAVP.
  • Provide project management, administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, all aspects of trip planning and coordination, and calendar coordination and management, and presentation material creation, coordination and distribution.
  • Develops the agenda and related materials and creates professional, accurate, and succinct reports and presentations.
  • Plans special events such as all staff luncheons, retreats, receptions, donor lunches, dinners as needed.
  • Acts as a liaison between SAVP and all other DAR professional staff, leadership and various other internal and external constituents.
  • Represents and speaks on behalf of the SAVP to members of a broader community such as development and alumni relations staff members, donors, volunteers, including the authority to commit and make some important decisions independently. Responsible for resolving problems of significance, answering questions, providing guidance, and disseminating information.
Budget and Financial:

  • Will need to acquire a working knowledge of SAP financial system.
  • Process receipts, coordinates payment of SAVP’s executive credit card and administrative purchasing card. Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
Development Database:

  • Maintain knowledge of ALADIN and Relationship Management, including an understanding of central clearance process and development research protocols. Maintain prospect/donor data entry for SAVP in ALADIN/RM to track actions. Enter all prospect-related actions and backup (calls, letters, visits, etc.) in ALADIN.
  • Produce a variety of reports using ALADIN.

Special Projects: (50% of time)

  • Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Manages the SAVP’s priority projects and initiatives and assists as needed on initiatives in the Schools and Operational Units that fall under the SAVP. (For example, Homewood Scholarship Week, campaign planning initiatives, DAR Diversity, Equity, Inclusion and Belonging initiatives and fundraising initiatives.)
  • Shadow on fundraising visits with development staff to gain knowledge and understating about developing philanthropic relationships with constituents. May carry a small portfolio of prospects.
  • Attends and participates in project meetings/updates. Responsible for correspondence and special reports.
  • Leads and coordinates meetings, work groups and/or task forces, including presenting and discussing issues and problems, facilitating discussions for the purpose of developing plans or identifying solutions to problems.
  • Must maintain the highest levels of confidentiality and professionalism and have the ability to develop and maintain sound professional relationships among superiors, subordinates and peers.

Note: This position may require working outside of normal business hours and/or weekends.

Qualifications

  • Bachelor’s degree required.
  • Three years’ progressively responsible related experience required.
  • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Successful candidate will have a demonstrated interest in pursuing a career in development and alumni relations. Previous experience holding internships in development and alumni relations preferable.

Skills/Knowledge

  • Demonstrated excellent communication skills.
  • Ability to be flexible and composed in rapidly changing situations and to thrive in an extremely fast-paced environment.
  • Ability to perform within severe time constraints with the highest degree of accuracy, effectiveness and diplomacy.
  • Must possess exceptional organizational skills with a high functioning attention to detail.
  • Ability to make independent decisions using careful judgement and action in order to determine priorities.
  • Maintain a high degree of professionalism and confidentiality.
  • Ability to work effectively both independently and as a member of a team.
  • Must possess strong interpersonal and customer service skills.
  • Creativity and curiosity a plus.
  • Willingness to travel domestically for the purpose of donor relations or stewardship, as needed.
  • Must be able to sit for eight hours.
  • Must be able to lift 25 pounds.

Classified Title: Administrative Project Specialist
Working Title: Executive Assistant and Development Project Specialist
Role/Level/Range: ATO 37.5/03/OG
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: 10001645-Associate Vice President
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 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


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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