Development Coordinator, Carey Business School
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 hybrid 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.
The Administrative Coordinator reports to the Associate Dean for Development and Alumni Relations and serves as the chief administrative support to the Associate Dean for Development and Alumni Relations. This position also works closely with the development operations and alumni relations teams. Duties include scheduling, preparing materials for meetings, maintaining relationship management database, preparing correspondence, coordinating travel arrangements, and processing expense reimbursements.
Key responsibilities:
Administration (30%):
- Manages the electronic calendar for Associate Dean.
- Generates staff meeting materials, materials for donor meetings, and coordinates information for leadership-level communications.
- Proactively composes, proofreads, and edits correspondence including email, letters, and proposals.
- Serves as the primary contact for Associate Dean and Director of Development and department with visiting guests.
- Maintains donor records on behalf of Associate Dean to ensure that critical donor information, visit updates and stewardship data is reflected in the development database.
- Makes travel arrangements for Associate Dean as needed.
- Collaborate and coordinate with the Office of the Dean to schedule and prepare materials for meetings.
- Support the Associate Dean with data entry into the organization database (JHAS).
Financial Maintenance (30%):
- Updates and reconciles monthly Concur distribution statements for Development. Approves and processes travel card charges using bank and Concur systems.
- Submits and processes reimbursements for travel/visit expenses for the Associate Dean and others as needed.
- Organizes and maintains electronic and hard filing system of financial documentation. Collaborates with Senior Associate of Development Operations to process event invoices.
- Consults Accounts Payable, JP Morgan Chase Bank, and internal Finance Department to ensure policy.
Development Operations and Alumni Relations (40%):
- Support Development Operations by drafting and distributing materials, briefings, research reports, donor stewardship reports, and projects. Utilize JHAS (database) to maintain accurate data and create reports to support donor correspondence.
- Provides support to the alumni relations team with data entry, as well as various alumni, development, and constituent engagement event activities.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years related administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s degree is highly preferred.
- Additional progressively responsible work experience in a similar highly visible, fast-paced executive office setting preferred.
- Previous experience at Johns Hopkins preferred.
- Ability to provide executive-level support in interpersonal, written and verbal communication, customer service, and calendaring.
- Demonstrated success as a member of a tightly integrated team.
- Advanced proficiency using Microsoft Office suite and Outlook as well as the Internet.
- Excellent verbal and interpersonal skills, including the ability to collaborate effectively with other departments at Carey and the larger institution.
- Excellent writing and editing skills, including the ability to draft original correspondence, proofread and edit significant documents with wide distribution.
- Skilled in handling deadlines, rapidly changing situations, and managing multiple projects. Exceptional organizational skills.
- Proven ability to work with minimal supervision and to exercise independent judgment and discretion.
- Strong research skills, including the ability to determine when and what research is needed and identify and leverage relevant resources.
- Ability to gather data, interpret and compile in to readily understood formats/reports/spreadsheets to support projects or discussions at meetings.
- Event and project support, as a member of the Development and Alumni Relations team.
Classified Title: Development Coordinator
Job Posting Title (Working Title): Development Coordinator, Carey Business School
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $52,500; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
FLSA Status: Non-Exempt
Location: School of Medicine - East Baltimore Campus
Department name: 60000048-Development & Alumni Relations
Personnel area: Carey Business School