Alumni Relations Coordinator

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of three days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

The Whiting School of Engineering (WSE) Development and Alumni Relations (DAR) office helps Johns Hopkins realize its mission of providing knowledge for the world by communicating the successes and priorities of the Johns Hopkins Institutions.

This position is the overall administrative support for the Alumni Relations efforts in the Whiting School of Engineering (WSE). The Alumni Relations Coordinator will work with the Director of Constituent Engagement, the Associate Director of Alumni Relations, and other members of the Whiting School team to help plan and coordinate WSE events and volunteer engagement programs.

Key responsibilities: 

Events: 

• Support and help to coordinate the planning and execution of Development and Alumni Relations (DAR) events, Stewardship events, Department events, and select Whiting School events. This includes booking event spaces, working with caterers and other vendors, and coordinating Zoom meetings for virtual events.
• Prepare written materials to include event invitations, briefs, constituent biographies, nametags, place cards, and handouts.
• Work and provide excellent customer service at Whiting School and Johns Hopkins events.
• Effectively track event budgets, procurement card, and submit expenses in a timely manner.
• Organize vendor contracts and understand all processes needed to approve contracts and process expenses.
• Create events in the Events Management System to manage the details of the events, to include registering invited constituents and their guests to the events.
• Determine the staffing needs of events and assigning the appropriate staff.
• Ensure events are entered on staff calendars, school-wide calendars, and Central calendars.

Volunteer Engagement: 

• Support and coordinate programs and activity for Hopkins Engineering Alumni, including, but not limited to, the Ambassadors program, volunteer programming, constituent events, and the Hopkins Engineering Alumni Leadership Committee.
• In collaboration with the Associate Director of Alumni Relations, coordinate WSE mentoring programs, including formal mentoring programs and mentor meetup events. Tasks may include recruiting new mentors, matching mentors/mentees, working with faculty, and organizing all communications.
• Support WSE marketing and communications efforts to maximize internal announcements, social media outreach, and web postings.
• Manage giveaways and WSE merchandise for alumni and departments as well as special gifts for leadership groups and high-level donors
• Prepare written briefings and bios for attendees.

Administrative: 

• Manage the team of student employees, including hiring, approving time sheets, and providing work/projects to be completed.
• Manage the engineering@jhu.edu email inbox, to include sending and coordinating mass emails and tracking all event RSVPs.
• As part of the team of administrative office staff, answer the main phone line and answer emails to the office email address.
• Take meeting minutes when required.
• Manage the 50th Reunion Medallion ordering process, mailing list, returns, and distribution to alumni.
• Manage the expenses for the Director of Constituent Engagement and Associate Director of Alumni Relations.
• Manage the inventory of event supplies and place order for additional supplies as needed.
• Assist with other WSE DAR and WSE overall programs and projects as assigned.
• Offer assistance to staff and faculty in departments in regard to their outreach to alumni, which includes: mailing lists, emails, etc.
• Offer administrative support across the WSE DAR team as needed.

Magazine: 

• Manage the mailing for the Engineering Magazine which includes a list of approximately 50,000 magazine recipients
• Process returned magazines, remove/add constituents, and update addresses
• Check that all alumni and professorship are listed correctly.
• Provide other administrative support for the Magazine as needed

• High School Diploma or graduation equivalent
• Three years related experience
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

• Bachelor's degree 
• Database and design software experience
• Strong computer skills
• Ability to collect and synthesize information
• Good judgment, initiative, and self-starter
• Ability to prioritize and complete multiple tasks, perform timely follow up, and meet deadlines
• Strong interpersonal skills and the ability to work with volunteers, handle sensitive situations and guide colleagues to achieve objectives; and the ability to keep various people and teams informed and communicate at a high level to ensure smooth project completion.

Classified Title: Alumni Relations Coordinator 
Job Posting Title (Working Title): Alumni Relations Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $48,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus 
Department name: 10001471-Development and Alumni Relations 
Personnel area: Whiting School of Engineering