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Job Req ID:  19397

Development Coordinator for Volunteer Engagement

Working Title: Development Coordinator for Volunteer Engagement 
Role/Level/Range: ATO 37.5/02/OE 
Employee group: Full Time 
Schedule: Monday - Friday 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 60009329-Volunteer Engagement 
Personnel area: University Administration

 

General Description

 

The Office of Donor and Volunteer Engagement (DVE) works across Johns Hopkins University and Johns Hopkins Medicine to ensure excellent long-term relationships are built with our top donors and leadership volunteers through creative and effective opportunities for stewardship, engagement, acknowledgement and recognition. Our goal is to create an environment where Development & Alumni Relations (DAR) colleagues work together with university leaders and senior faculty to engage and steward our top donors and leadership volunteers in meaningful ways that help increase their level of involvement with, and support for, Johns Hopkins.

 

We define a leadership volunteer as a trustee, trustee emeritus, advisory council member, Alumni Council officer, campaign or development committee member, member of the Hopkins Parents' Council, reunion class agent, or other volunteer leader, who is managed by Development and Alumni Relations. The Development Coordinator supports the volunteer engagement program and serves as a front line representative to university trustees, advisory board members, donors at all levels, DAR Executive Team members and staff in the offices of the President, Vice President for Development and Alumni Relations, and Principal Gifts, as well as other senior managers and colleagues across DAR, faculty leaders, and the general public.

 

The Development Coordinator has knowledge of and supports policies and procedures relating to volunteer engagement. The Development Coordinator reports to the Director, Volunteer Engagement.

 

Responsibilities

 

Specific responsibilities of the Development Coordinator include:

 

Support to Director and Associate Director (25%)

  • Comprehensive support to the Director and Associate Director, including calendar management, travel arrangements, agenda preparation, room bookings, meeting planning, training courses, arranging for refreshments, etc.
  • Use SAP for accounting operations as necessary, including but not limited to costtransfers, on-line check requests, travel reimbursements, and reconciliation of Travel Card and Procurement Card.
  • Coordinate and oversee purchase orders, including setting up contracts with consultants and other vendors.
  • Administration of a welcome letter from the chair of the Johns Hopkins University Board of Trustees to new advisory council members
  • Work with Development Offices to update advisory council records twice a year in the ALADIN database to ensure mailing lists are kept as accurate as possible
  • Assist the Associate Director with the Board of Trustees Acknowledgement Call Program
  • Create and maintain a comprehensive online and paper filing system for volunteer engagement, training materials, best practices, presentations, etc.
  • Serve as backup to the donor engagement development coordinator for donor line coverage.

 

• Event coordination and administration (25%)

 

The main event is the biennial Johns Hopkins Leadership Summit for more than 400 volunteer leaders hosted by the Johns Hopkins University President and Board of Trustees. Event administration will also be provided for new volunteer onboarding training, other annual Leadership Weekend activities, and for Johns Hopkins in Action (JHIA) – an institution-wide community service initiative. The Development Coordinator will provide support as needed to the JHIA working group chair (e.g. scheduling committee meetings, assisting with meeting agendas and maintaining the JHIA event website, etc.) and play an active role on the JHIA working group committee. The Development Coordinator may also help to plan other events or large meetings from time to time.

 

Duties (for any event) may include:

  • Oversight of all registrations (guest, faculty, and staff attendees) and coordination of event attendance statistics for DAR Executive Team
  • Liaising with the Development Communications and Special Events departments and providing support regarding all event logistics, marketing materials, and mailings
  • Monitoring event budget and tracking expenditures
  • Helping to prepare timely, accurate briefings for the President, faculty, and other guest speakers, including preparing short biographies of important guests
  • Coordination of staff volunteers who will assist with the smooth running of the event
  • Scheduling, attending, and taking notes for all working group and other meetings (as required)
  • Preparing event folders and special gifts for guests
  • Creating and implementing a post-event guest survey to evaluate event outcomes

 

• Education and training (25%)

 

  • Content management of, and annual updates to, the Johns Hopkins Advisory Council handbook: Guidelines and Best Practices for Working with Advisory Boards and Councils
  • Content management of, and regular updates to, Galaxy portal pages on volunteer engagement as an engaging source of information for all DAR staff.
    • Includes:
      • Directory of volunteer boards and councils
      • Best practices section on volunteer engagement
      • Special events information – Leadership Summit and other events
      • Training opportunities for staff and volunteers
      • Policies and procedures
      • Online version of the Advisory Board Handbook
  •  Coordinating specific training activities as required (e.g. development of online training tools and materials, support to administrators in other Development Offices regarding volunteer engagement measures, facilitating training or discussion around a topic of particular interest)
  •  Support to director, associate director and other colleagues regarding training courses, including: preparation of learning objectives, room and audio-visual arrangements, all handout materials, Powerpoint presentations, post-training evaluations, liaison with guest speakers/trainers and Office of Training and Development, as needed.

 

• Measurement and analysis of volunteer activity (25%)

 

  • Ensure accuracy of volunteer records and how they are coded in the ALADIN database
  • Coordinate with divisional representatives to keep a comprehensive calendar of all advisory boards meetings across the institution
  • Work with the Director and Associate Director to develop, monitor, and review measures for volunteer engagement activity
  • Be a champion with DAR staff (gift officers and administrators) for accurate and regular recording of volunteer engagement, stewardship and fundraising activity via Relationship Management (the prospect management database)
  • Track, analyze, and report on volunteer engagement data on a regular basis, as required
  • From time to time, design and coordinate surveys and evaluation tools to obtain feedback from volunteers and staff regarding their experiences.

 

Other duties as assigned.

 

QUALIFICATIONS

 

A High School Diploma/GED is required, Bachelor’s degree preferred. Three years of related experience is required. Additional education may substitute for required experience.

 

COMPETENCIES

 

The Development Coordinator will have the ability and confidence to think independently and thrive in a fast-paced, complex, often ambiguous, environment with constantly changing priorities. The Development Coordinator will have excellent organizational and interpersonal skills, with the ability to proactively manage multiple projects and determine priorities. Excellent written and verbal communications skills, and the ability to interact effectively with trustees, senior volunteer leaders (alumni and non-alumni), faculty leaders, and a wide-range of Development & Alumni Relations senior managers and colleagues at all levels in the organization are essential prerequisites for success in the position. The ability to work as part of a team as well as on own initiatives is important, as well as being willing to take a flexible approach if needed. The ability to maintain a high degree of professionalism, confidentiality and diplomacy in the work place is essential, and to exercise independent judgment to resolve administrative problems. The Development Coordinator will have very good analytical skills with a high functioning attention to detail, and experience of developing and maintaining effective systems for information sharing, data management and filing. Strong computer skills required, with the ability to learn new software. This position requires intermediate skills in Microsoft Office (Word, Excel, Powerpoint, Outlook) and the ability to learn and use other software as necessary. Willingness to work occasional evenings or weekends, if required, with advance notice for which overtime will be paid.

 

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.                           

 

 

                                                                                                                   

Homewood Campus