The Center for American Indian Health (CAIH) is located within the Department of International Health, at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at CAIH include research studies of infectious diseases and behavioral health, and a training program.
We are seeking an Administrative Coordinator who will report to the Director of Development and External Affairs. This position provides administrative support to a team of development officers which also includes the Associate Director of Development. They will also work closely with the Director, and others within the Center for American Indian Health.
Brief summary of duties and qualifications:
Specific Duties & Responsibilities:
- Provide direct support to the Director of Development and External Affairs, and the Associate Director of Development. This support includes the timely preparation of acknowledgement letters, fundraising solicitations, pledge reminders and general correspondences to alumni, donors and prospects which may include mail merges. Maintain electronic calendars by scheduling appointments and meetings. Make routine travel and hotel accommodations. Assist with submitting reimbursements in the Concur travel system.
- Use ALADIN, the development database, to conduct research, pull reports, and update addresses as appropriate.
- Provide support for the team by, entering stewardship actions, proposals, solicitation approaches, and creating constituent and prospect records.
- Prepare meeting materials, and staff high-level meetings. Support preparation, set up and logistics for donor and prospect visits.
- Organize and manage small to high-level meetings which may include reserving rooms and technology, ordering meals and preparing meeting materials as appropriate.
- Assist with creating PowerPoint presentations.
- Proactively manage tasks, prospects, and priorities for the development staff to prepare for upcoming meetings and events.
- Proactively monitor and follow-up on action items.
- Provide administrative support and perform general office management duties necessary for the efficient operation of the Center for American Indian Health. This support may include serving as front-office backup to first point-of-contact for all guests to the department by greeting and directing visitors and triaging incoming telephone calls.
- Schedule and staff development-focused meetings including but not limited to the CAIH development team meetings.
- Staffing these meetings will include preparing agendas, taking and distributing notes from the meetings, and following up on action items.
- Prepare and send correspondence and packages via messenger service and FedEx.
- Function as a part of the administrative team as needed for larger group projects and assignments. This could include but is not limited to receiving and logging contributions and submitting transactions through Network for Good (the Center’s database) and/or other JHU systems.
Minimum Qualifications (Mandatory):
- 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.*
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
- Prior experience working in a development office and coordinating small events/meetings that involve catering is preferred.
Special Knowledge, Skills & Abilities:
- Excellent oral and written communication skills required, organization skills, and a strong attention to detail including the ability to set priorities, meet deadlines in a timely fashion as well as work in an extremely fast paced environment are also required.
- Experience using ALADIN or other CRMs a plus. Candidate should have an excellent telephone and professional manner, and a highly professional image with the ability to interact with faculty, staff, donors, alumni, and volunteers required.
- Applicants should also be polite, friendly and a team player.
- This position requires one who enjoys meeting and working with a wide variety of people.
- Responsibilities require significant collaboration and coordination with others. Ideal candidate will have the ability to thrive in an intellectually challenging, and collegial environment.
Technical Qualifications or Specialized Certifications:
- Candidates must have a high aptitude with computers, software skills including Microsoft Office and database management.
- Applicants should be able to move easily throughout the campus and pick-up/deliver materials and set up/take down for meetings and events.
For more information or to apply for this position, please go to the job posting here.