Share this Job
Job Req ID:  4017

Administrative Coordinator

Current Classified Title: Administrative Coordinator

Working Title: N/A

Current Level: ATO

Current Role: 2

Current Salary Scale: OE

Starting salary Range:  $32,975 - $45,338

Employee Group: Full-time

Employee Subgroup:  Non Exempt

Position Type:  Direct Replacement

Schedule: 37.5 hours/week; Monday – Friday 8:30 am – 5:00 pm

Location:  East Baltimore campus, Bloomberg School of Public Health

Name and Title of Supervisor:  Yolanda Tillett


 

 

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, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Constituent Relations.

 

The School recently completed its Centennial year and is in the final year of a University- wide fundraising campaign, Rising to the Challenge. As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for creative work at the highest levels of excellence.

 

 

GENERAL SUMMARY/PURPOSE STATEMENT

This position will proactively provide administrative support to the Office, working directly with members of the development and constituent relations team. 

                         

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Provide direct support to two Associate Directors of Development, and an Assistant Director of Constituent Relations Communications.  This support includes the timely preparation of acknowledgement letters, stewardship materials, fundraising solicitations, and general correspondences to donors and prospects.  Maintain electronic calendars and schedule appointments and meetings.  Make routine travel and hotel accommodations and process travel reimbursements
  • Use ALADIN, the development database, to conduct research, print biographical summaries and reports
  • Update and review constituent data in ALADIN and help manage constituent relations communications lists
  • Complete content updates to the school’s alumni webpage
  • Compare constituent relations distribution lists with department lists and update for accuracy and relevance
  • Provide support in the Relationship Management System (RMS) for two gift officers which includes retrieving reports, entering actions, proposals, solicitation approaches, and creating constituent and prospect records
  • Organize and manage small events including reserving rooms and technology, ordering food, preparing and sending invitations, and recording RSVPs as needed for events.
  • Prepare meeting materials and staff high-level meetings.  Coordinate preparation, set up and logistics for these events.
  • Prepare and send correspondence and packages via messenger, and FedEx.
  • Assist with the creation of PowerPoint presentations.
  • Proactively manage tasks, prospects and priorities for development staff to properly prepare for upcoming meetings and events
  • Provide administrative support and perform general office management duties necessary in the efficient operation of the Office of External Affairs
  • Function as part of the administrative team as needed for larger group projects and assignments
  • Proactively monitor and follow-up on action items
  • Overall duties and responsibilities include answering phones, photocopying, ad faxing
  • Other administrative duties as assigned.

 

MINIMUM QUALIFICATIONS:

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: Experience working in a development office, using ALADIN, or Site Executive preferred. Familiarity with or a willingness to learn content management systems for website updates is preferred.

 

Special knowledge, skills and abilities: Excellent computer software skills including Microsoft Office, especially mail merges and spreadsheet/database management are a must. 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 in a timely fashion are also required. Candidate should have an excellent telephone and professional manner, should be polite, friendly and a team player. Responsibilities require significant collaboration and coordination with others.

 

Technical qualifications or specialized certifications: N/A

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 for meetings and events.

Supervisory responsibility: None

Budget authority: None

School of Public Health - East Baltimore Campus

Job Postings are updated daily and remain online until filled.
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 at 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
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


Nearest Major Market: Baltimore