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Requisition ID:  115273

Assistant Director, Data Administration

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 modified hybrid arrangement with two days onsite and 3 days remote. 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.


The Assistant Director, Data Administration will lead a team of supervisory and support staff in delivering value-added, business-critical systems and services that support Development and Alumni Relations (DAR) and other institutional staff and units within the Johns Hopkins community.


Key responsibilities: 

  • Serve as a leader within the Office of Advancement Services (OAS), for supervisory and support staff. Temporary and/or student assistants may also be retained for projects, peak annual cycles.
  • Provide input as a product contributor for the financial components of DAR’s CRM. Perform and participate in strategic and tactical planning on behalf of individual customers and the larger DAR community, and develop supporting annual goal plans.
  • Develop and present materials relative to and in support of OAS and DAR to interested parties, both internal and external to Johns Hopkins.
  • Serve as resource for DAR-wide audits of cash handling and development accounting processes and identify priorities and make sound decisions by appropriately weighing investments relative to outcomes/impacts in a complex, fast-paced, high-visibility environment.
  • Ensure the unit delivers the highest standard of departmental and cross-departmental teamwork and customer service. Monitor new work or project commitments, status of work in progress, and work to mediate and resolve department and interdepartmental problems encountered.
  • Assign, delegate, and collaborate with peers and managers to coordinate responsibility for work deadlines, disseminate policies to staff, and ensure customer and DAR priorities are understood and met.
  • Coach, guide, support, and set professional development goals through the performance management process to assist employees to reach their potential. Ensure optimal deployment of resources to achieve business goals.

Gift Administration – 55%

  • Directs the receiving and accurate and timely deposit, processing, and receipting for gifts and pledges raised through the annual gift pipelines and/or major private gifts and grants, to the JH Institutions (both University and Hospital). Manages all aspects of gift accounting for the Institutions in the DAR database.
  • Requires knowledge of national and institutional professional fundraising practices and principles, campaign accounting principles and guidelines, and General and Cash accounting procedures to support DAR’s and institutional goals and requirements. Ensures regulatory compliance with the charitable gift accounting policies and reporting standards as outlined by CASE, NACUBO, FASB, and the IRS. Monitors and understands the IRS regulations as they pertain to gift acceptance, processing, and receipting, and to 501(c)3 organizational operations.
  • Communicates directly with donors, financial advisors/representatives, and institutional staff regarding gift transactions and the delivery of assets to the Institutions. Authorize the transfer of funds across University accounts and the transfer of funds between the University and Hospital. Informs appropriate institutional staff of asset transfers.
  • Serves as liaison with internal and external parties to resolve cash receipt posting and crediting issues.

Management and Operational Support – 15%

  • Advises and supports the Director of Data Administration in matters pertaining to the information needs and objectives of the University’s development and alumni relations community.
  • Works with the Director to plan and finalize process area work plans. Prepares recommendations and input regarding area needs that may impact the Data Administration annual budget, and assist in tracking of expenditures for non-standard staffing or work cycles. Analyzes and makes recommendations of staffing and costs for specific work cycles and manages quality and progress to completion.
  • Manages and coordinates records administration activities relating to the information processing of computerized records maintained in database.
  • Attends regional and national conferences and workgroups to obtain information for subsequent in-service training.
  • Conducts staff development and training sessions as needed, including preparing and presenting information on relevant business concepts and standards.
  • Manages personnel responsibilities in all aspects, including but not limited to counseling, disciplining, hiring/dismissing, and training for new staff positions.

Customer Investment – 30%

  • Leads and/or participates in various collectability management cycles (deletion and reconciliation of expired pledges). Assists in the validation of the development receivable balance for the Institutions and works with development staff to verify the accuracy of the information, and proposes modifications to processes.
  • Leads and/or participates in the production, distribution, and/or validation of various detailed and summary gift reports, surveys, and ad hoc financial reports with internal and external partners. Validate bimonthly cash receipt, progress, and campaign reports. Produce cyclical external reports and surveys such as the VSE, 990, Section 117, etc. Regularly meet with DAR Leadership to review and provide analysis of the data.
  • Serves as a resource for Johns Hopkins Institutions’ development and financial officers regarding gift accounting and reporting policies and procedures, data administration and database management. Communicates directly with development directors, major gift officers, and DAR institutional leadership, or designees in matters of policy and procedures relating to information relevant to the business of fund raising and constituency relations.
  • Directly advises and consults with DAR institutional leadership, General Counsel’s office, fundraising officers, and other Development customers on issues relating to gift accounting.


Minimum Qualifications
  • Bachelor's degree in accounting, business or related field.
  • Five years progressively responsible experience, including some office and supervisory experience.


Preferred Qualifications
  • Demonstrated understanding of fundraising reporting requirements.
  • Demonstrated understanding of gift financial reporting standards and regulations.
  • Demonstrated ability to work independently and solve problems quickly in a demanding environment.
  • Strong knowledge of University and Hospital business structures, objectives, and operating procedures is critical.
  • Experience with Salesforce CRM and proficiency creating/utilizing report tools like Tableau, SQL or Power BI.
  • Leadership experience in implementing business transformation projects in a complex and decentralized environment.
  • Fund management and financial reconciliation.
  • Necessary strengths include:
  •     Organizational, analytical, financial, and problem-solving abilities.
  •     Outstanding leadership, customer service, and interpersonal skills are also required, in addition to strong verbal and writing skills.
  •     Must be able to develop solid relationships with development staff, administrators, and financial officers.
  •     Ability to manage multiple projects and staff simultaneously.
  •     Knowledgeable in the use of various software applications, including spreadsheet, word processing, relational database, and presentation software.

 

 

Classified Title: Data Administration Manager 
Job Posting Title (Working Title): Assistant Director, Data Administration   
Role/Level/Range: ATP/04/PE  
Starting Salary Range: Minimum: $73,299 - Maximum: $128,299 (targeted salary: $95,600; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Exempt 
Location: JH at Keswick 
Department name: 10001639-Data Administration 
Personnel area: University Administration 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
JH at Keswick

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