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Job Req ID:  105657

Development Coordinator

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, 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

  • 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 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).
  • Support marquee internal and external School events and act as the 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 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 BSPH staff (some of which may occur during evening hours and on weekends).
  • Create guest lists and confidential briefings (as needed), gathering data from the donor/alumni database and other resources.
  • Arrange and manage event registration by printing nametags, uploading guest lists to the registration system, and overseeing staff volunteers.
  • Provide post-event support including following up with vendors about invoices and compiling reports. Submit invoices promptly for payment.
  • Liaise with budget managers to ensure events expenses align with budget allocations.
  • 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 the 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, and 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 the operations team as needed for larger group projects and assignments.
  • Prepare and send correspondence and packages via messenger service and FedEx if needed for events.
  • Other duties as assigned.




Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related administrative experience.
  • Additional education may substitute 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


All applicants are expected to uphold the university’s core values which include diversity and inclusion. All staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

 Classified Title: Development Coordinator 
Working Title: Development Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range:  
Employee group: Full Time 
Schedule: Monday-Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: 05-MD:School of Public Health 
Department name: 10001029-Development 
Personnel area: School of Public Health 

 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


The successful candidate(s) for this position will be subject to a pre-employment background check.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

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.

 

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

 

 

School of Public Health - East Baltimore Campus