The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Alumni Relations and Annual Giving; and 3) Finance and Administration.
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.
The Finance and Administration team provides business operations support and includes administrative, finance, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations/Annual Giving.
GENERAL SUMMARY/PURPOSE STATEMENT
This position will proactively provide support to the Alumni Relations team, working directly with members of the development and alumni/annual giving teams.
SPECIFIC DUTIES AND RESPONSIBILITIES
Update and maintain the alumni website content
Support alumni network groups in Microsoft Teams (may include maintaining network contact lists and Team invitations, posting content, triaging questions)
Use ALADIN, the development database, to conduct research, update and review constituent data and help manage alumni relations/annual giving communications lists
Perform data maintenance projects (cleaning ALADIN data, reconciling department contact information with ALADIN and MailChimp lists)
Create and send mass email messages using Mailchimp
Provide occasional events assistance to development coordinator which may include updating RSVP, creating nametags, and gathering various swag and materials for events.
Provide direct support to the Director of Alumni Relations and Annual Giving, Associate Director of Annual Giving, and Assistant Director of Alumni Relations. This support includes the timely preparation of acknowledgement letters and general correspondences to alumni, donors and prospects.
Provide support in the Relationship Management System (RMS) which includes entering actions, proposals, solicitation approaches, and creating constituent and prospect records
Coordinate and prepare large departmental or school-wide annual giving mailings
Coordinate and send Alumni Relations/Annual Giving team update email
Organize and manage small meetings which includes reserving rooms and technology, ordering food, and preparing materials as appropriate.
Assist with budget tracking
Oversee the general alumni email inbox and Sommer Scholar inquiries
Prepare and send correspondence and packages via messenger, and FedEx.
Assist with the creation of PowerPoint presentations.
Proactively manage tasks, prospects and priorities for the team to properly prepare for upcoming meetings.
Provide support and perform general office management duties necessary in the efficient operation of the rowhouse.
Function as part of the operations team as needed for larger group projects and assignments
Proactively monitor and follow-up on action items
Overall duties and responsibilities also include answering phones, photocopying, and faxing
Other duties as assigned.
Education/Experience: High school diploma/GED required. Three years of related experience required. Additional education may be substituted for required experience, to the extent permitted by the JHU equivalency formula.
PREFERRED QUALIFICATIONS: Experience working in a development office, using ALADIN, or Drupal preferred. Familiarity with or a willingness to learn content management systems for website updates is preferred.
Special knowledge, skills and abilities: Excellent computer software skills including Microsoft Office, especially mail merges and spreadsheet/database management are a must. 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 in a timely fashion are also required. Candidate should have an excellent telephone and professional manner, should be polite, friendly and a team player. Responsibilities require significant collaboration and coordination with others.
Technical qualifications or specialized certifications: N/A
Any specific physical requirements for the job: Applicants should be able to move easily throughout the campus and pick-up/deliver materials and set up for meetings and events.
Supervisory responsibility: None
Budget authority: None
Prepared by: Keri Barnes
Date: August 20, 2021
Classified Title: Alumni Relations Coordinator Working Title: Alumni Relations Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001029-Development Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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