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 remote work arrangement. 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.

Reporting to and working closely with the Reunion and Homecoming team, this position will oversee and assist with leading the administrative operations in the Reunion and Homecoming team at Johns Hopkins University. This position will work with team members, Office of Alumni Relations (OAR) staff, Development & Alumni Relations colleagues, and externally with volunteers and vendors.

Primary responsibilities include, a) general administrative support, b) financial management, c) event planning, d) volunteer management, and e) and other duties as assigned. This position will have an additional focus on local alumni programs and initiatives.

Key responsibilities: 

Administrative and Project Management:

• Maintain a conflict-free calendar of meetings and appointments for the Reunion and Homecoming team.
• Answer and respond to internal and external inquiries, verbally, electronically, and other forms of communication.
• Order and track materials and supplies for the Reunion and Homecoming teams.
• Update constituent information as needed in JHAS.
• Assist the Reunion and Homecoming team in regards to event briefings.
• Update and maintain the Reunion and Homecoming teams’ events statistics.
• Manage and track alumni mailing communication efforts.

Finance Support:

• Obtain a thorough understanding and use of financial databases (JHAS/Sales force/SAP/CONCUR) to maintain data, compile, and/or produce reports, and provide information as requested.
• Manage Pcards and Tcards (for team members) including the Central Tcard: reconcile and submit invoices and transactions in Concur.
• Manage and submit vendor contracts for review and signature.
• Develop and maintain a working knowledge of SAP to assist Reunion and Homecoming team and OAR staff, as needed, with shopping cart purchases, online payment requests, creating expense reports, and processing reimbursements.
• Develop and maintain a working knowledge of JHAS/Salesforce and AlumniQ to assist OAR staff and other DAR offices, as needed, with gift processing and fundraising reports.

Other:

• Staff and provide support in the planning of events and experiences, including creating itineraries, invitations, managing RSVP lists, and ordering and managing catering for events.
• Provide on-site support for Alumni events.

Note: This position will occasionally travel and may be required to work outside of normal business hours and/or weekends. You must work the following weekends to support the Office of Alumni Relations: Convocation, Young Alumni Weekend, Black Alumni Weekend, Alumni Council Leadership Weekend, Women’s Leadership Conference, Alumni Weekend, Commencement activities, and other events as assigned.

• 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.

• Strong organizational skills and ability to prioritize and manage multiple projects simultaneously.
• Ability to work independently, take initiative, problem solve, and follow through with assignments from start to finish.
• Ability to maintain a high degree of professionalism, collaboration, diplomacy, and confidentiality in a team-focused environment.
• Familiarity with University nomenclature, protocols and programs and any previous experience with JHAS (Hopkins Development Database) or other Salesforce CRM (Customer Relationship Management) are desirable.
• Demonstrated ability to work successfully with a diverse population of students, faculty, staff, and external parties
• Skills should include Microsoft Teams, Canva, Graphic Design, Airtable, Event Planning Experience, Excel, PowerPoint, Google Forms, Zoom & Teams

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $50,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Mount Washington Campus 
Department name: 10001651-Alumni Relations 
Personnel area: University Administration