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
This position provides development-related support to the Alumni Relations and Special Events teams in the Office of External Affairs. This support includes preparing for events that are held at the School as well as at a variety of locations domestically and internationally.
SPECIFIC DUTIES AND RESPONSIBILITIES
Support the development efforts in the management of the School's relationship with alumni, donors and advisory board members.
Use the development database (ALADIN) to conduct advanced searches and update donor addresses.
Manage event-related details in the ALADIN events module.
Coordinate in-person, hybrid, and virtual meetings (which include working luncheons and/or dinners), events, symposiums, and lectures. Guests include faculty, staff, students, alumni, trustees, visiting dignitaries, donors and prospects. This coordination may include, designing, preparing and sending invitations; receiving, tracking, and recording RSVPs; tracking receipt payments for events (when appropriate); securing hotel reservations; submitting RFPs to service providers; evaluating proposals and negotiating contracts (when appropriate); reserving rooms; coordinating security, housekeeping, parking and transportation; arranging audio/visual equipment for guest lecturers; process event invoices (catering, rentals, florals, photography, transportation, etc.,); arranging connection details for virtual attendees (Zoom details, break-out sessions, etc.); and preparing meeting packets (final agendas, and other print collateral).
Provide event coordination assistance for the school's periodic Health Advisory Board meetings.
Assist with planning high-level donor engagement and stewardship events such as dinners and professorships.
Provide event coordination assistance for regional alumni and constituent engagement events (some coordination may involve onsite assistance during evenings).
Act as main point of contact for select smaller events.
Work collaboratively with the Assistant Director for Alumni Relations to support activities for the Delta Omega Honorary Society which includes maintaining chapter dues spreadsheet and coordinating event logistics for the annual induction ceremony, poster competition and board meetings.
Manage event set-up including preparation of space, transport and set up of materials, coordinating multimedia and service providers.
Provide onsite assistance during events acting as point of contact for service providers and internal JHSPH staff (some of which may occur during evening hours and on weekends).
Create guest lists and confidential briefings (as needed), gathering data from ALADIN and other databases.
Arrange and manage event registration by printing nametags, uploading guest lists to registration system, and overseeing staff volunteers.
Provide post-event support including following-up with vendors about invoices, and compiling reports.
Liaise with Sr. Financial Analyst and Sr. Administrative Manager about the Sommer Scholars operating budget and engagement events. Ensure events expenses align with budget allocations and that invoices are promptly submitted.
Manage inventory of donor giveaways and assist with placing replenishment orders through as needed.
Maintain and update the school's VIP list by generating semi-annual reports of donors who should be added or removed, reviewing the list with gift officers and updating ALADIN records accordingly.
Along with Assistant Director of Special Events, represent the school as community impact leader for the School's annual United Way campaign. Work with the Assistant Director to coordinate key fundraising events. Act as the point-of-contact for the school's ambassador team (identified by the department administrators). Coordinate ambassador communications and participation, schedule event shifts, collect department special event funds. Interface with the United Way staff to coordinate special events funds pick up. Create event flyers, attend Special Events Team (SET) meetings, manage prize distribution, and notify Sr. Administrative Manager of prize values that exceed the University's limit.
Function as part of operations team as needed for larger group projects and assignments.
Serve as back-up to the front office by answering and triaging telephone calls and logging incoming contributions.
Prepare and send correspondence and packages via messenger service and FedEx.
Other duties as assigned.
MINIMUN QUALIFICATIONS (mandatory):
Education/Experience: 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.
PREFERRED QUALIFICATIONS: Prior events experience is strongly preferred. Excellent computer software skills including Microsoft Office and database management are a must, as well as knowledge of project management and electronic mailing software. Graphic design experience is also preferred.
Special knowledge, skills, and abilities: 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 are required. Candidate should have an excellent telephone and professional manner, should be polite, friendly and a team player. This position requires one who enjoys meeting and working with a wide variety of people. Occasional evening and weekend hours to assist with events are required. Job responsibilities require significant collaboration and coordination with others. Must be able to lift boxes and cases up to 15 pounds.
Technical qualifications or specialized certifications:
Any specific physical requirements for the job: Applicants should be able to move easily throughout the campus and to off-site event locations to pick-up/deliver materials and set up/take down.
Supervisory responsibility: None
Budget Authority: None
Classified Title: Development Coordinator Working Title: Development 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: 10001029-Development 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 at firstname.lastname@example.org. 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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