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Job Req ID:  13688

Sr. Alumni Relations Coordinator

Classified title: Sr. Development Coordinator

Working title (if applicable): Sr. Alumni Relations Coordinator

Role/Level/Range: ATO/03/OF

Starting Salary Range ($s): 38,268 - 47,858

Employee group (Full time/Part-time/Limited/Casual): Full time                

Schedule (hours/days): M-F, 37.5

Employee subgroup (FLSA Status): Non-exempt

Department name:DAR

Personnel area (School): UA

 

General Description:

The Office of Homewood Alumni Relations serves the 220,000 alumni of the Johns Hopkins University. Located in the San Martin Center, the office consists of a team of 4 individuals who work with alumni volunteers, development staff, university departments, and outside vendors.

 

Summary:

Under the direction of the Sr. Associate Director, oversees the day-to-day operations of the Reunion & Homecoming team. Provides independent and comprehensive support to the programming for Young Alumni Weekend and Alumni Weekend, the main events for the Reunion & Homecoming Office. As a member of this fast paced team, make innovative recommendations to improve efficiency in programming to help meet the goals of the team. In addition, collaborate with Gift Officers and independently manage key components of reunion activities of targeted reunion classes for the undergraduate alumni of the Krieger School of Arts & Sciences and the Whiting School of Engineering. May organize, oversee, distribute and verify the work of work-study students and Reunion and Homecoming Ambassadors. 

 

Duties include:

  1. Initiate, oversee and manage key components of reunion activities for several reunion classes for Old Guards and 55th undergraduate alumni of Arts & Sciences and Engineering.
    • To include the development, implementation, and execution of multiple class specific programs (to include lunch, dinner, lectures);
    • Communications (to include: drafting letters of correspondence, writing emails and initiating, creating, overseeing, and publishing each individual reunion class Life book);
    • Activities for reunion working with internal and external vendors and sites as appropriate;
    • Creation of reunion classes specific budgets, and justifications for all monies spent;
    • And development of marketing strategies to maximize reunion attendance and class gifts.
    • Provide volunteer committee members with regular, timely and original communication of fundraising, participation, and engagement progress and results.

 

  1. Work closely with Major Gift Officers and the Annual Fund Class Giving Officers to identify possible alumni to serve on specific reunion class committees; committee recruitment, management of committees, and serve as the primary office liaison for these classes. Engage in dialogue with committee members to identify potential and future donors.

 

  1. Update all Reunion & Homecoming invoices/expenses on a monthly basis for the $600,000 budget.  Update spreadsheets for the Reunion & Homecoming team and review the details on a monthly basis with the Assistant Director of logistics and the Sr. Associate Director.

 

  1. Reconcile department MasterCard, and entering in the SAP system. Reconcile department procurement card, collect receipts, and coding all transactions.\

 

  1. Develop innovative programming and oversee the Blue Jay Kids Club.  This program is a component of Alumni Weekend with activities that are designed to be age appropriate, to include academic and recreational programming.  The Reunion & Homecoming program offers the Kids Club for children ages 6 – 17 throughout the day on Saturday of alumni weekend.  The program includes:

 

  • Jr. Jays Lax Clinic for ages 5 – 12;
  • Insider’s Guide to College Admissions;
  • the Family Tent with activities throughout the day for children 5-12;
  • Camp Blue Jay (5-12 years) and the Teen Scene (13 – 17) programs allow parents to enjoy their evening as they please while their children partake of the Kids Club activities.
  • Soccer Clinic (5 – 12 years)

 

  1. From its inception: Plan and execute all staff/volunteer meals, coffee/tea/water service and waffles during alumni weekend.  Spearhead volunteer appreciate ice cream social.

 

  1. Have total knowledge of the events software and Aladin registration system, created, individualized and used by the Reunion & Homecoming Office.

 

  1. Oversee student worker team of 7 approx. 50 hours week.  To include: managing work plan and expectations, training. Responsibilities include scheduling, time sheets, and payroll processing.  Attend JHU student job fair(s). Manage interview process and onboarding/outboarding activities.

 

  1. Answer and triage all phone calls and reunion.jhu.edu emails. Update all biographical changes in Aladin.

 

  1. Scheduling rooms for all meetings and team events.  Recording and distributing minutes.

 

  1. Manage and oversee all class mailings with team and students.  Coordinate all mailing with Post Office.

 

  1. Oversee and manage PayPal account for Alumni Weekend and Young Alumni Weekend.

 

  1. Negotiate all hotel contracts and rates for Alumni Weekend.  Secure new partnerships/relationships with local hotels to ensure our alumni receive best rates and accommodations. Coordinate with purchasing for approval with required signatures.  Finalize and return all contracts.  Update the hotel list for the website.

 

  1. Organize and oversee Plant Operations for Alumni Weekend.  To include the Welcome Tent delivery and removal.  Organize/Catalogue all Alumni Weekend materials before and after the event.

 

  1. Act as the resource person to enter pertinent alumni information, in a timely fashion, into Aladin’s Relationship Management System. (Often Serve as systems support and resource for OAR staff)

 

  1. Meet regularly with supervisor to identify opportunities for and challenges to broad based engagement.

 

  1. Investigate new vendors, partners and sponsors that bring benefit and cost savings to R&H events. Introduce new locally owned & sourced vendors. 

 

  1. Attend internal meetings and work in a collaborative manner.

 

  1. Oversee the budget specialist role for the Reunion & Homecoming Team.  Duties to include: deposits, budget transfers, purchase orders, new vendors/contracts, student timesheets/Payroll, check requests, invoicing/reimbursements, budget analysis and reporting.

 

  1. All duties as assigned.

 

 

Qualifications:          

High school diploma required, Bachelor’s degree preferred.  Five-years related experience including attention to detail, managing large-scale events, sales/marketing; preferably in higher education. Excellent written and interpersonal communication skills including strong computer skills are needed. Command over MS Office with an excellent working knowledge of Excel and Power Point.  Must be able to manage and organize multiple tasks effectively. Proven ability to work independently and as part of a team with results oriented approach. Significant time required outside the normal office hours when staffing events, including travel time to regional sites. Knowledge of SAP system is beneficial.

 

 

Homewood Campus