Development Coordinator, The Fund for Johns Hopkins Medicine Department Programs

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 with an onsite presence of 3 days per week. 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 Fund for Johns Hopkins Medicine (FJHM) is the dedicated development and alumni relations team supporting the entities that comprise Johns Hopkins Medicine (JHM), including clinical departments, hospitals, satellite clinics, and the School of Medicine. We contribute to Johns Hopkins Medicine’s mission of patient care, research, and education through securing philanthropy, building and maintaining donor and alumni relationships, and supporting institutional priorities. FJHM partners closely with institutional leaders, faculty, and clinicians to engage alumni, patients, donors, and prospects in JHM’s work to advance medicine and improve the human condition.

This position requires a highly professional individual to coordinate office services and perform administrative and development activities for the Russell H. Morgan Department of Radiology and Radiological Science and the Department of Dermatology. The Development Coordinator reports directly to the Assistant Director of Development and helps to manage the daily operations of a multifaceted fundraising office. The Development Coordinator supports the Senior Director of Development, the Director of Development, and the Assistant Director of Development focused on the mission of private sector fundraising for research, patient care and educational needs for the Russell H. Morgan Department of Radiology and Radiological Science and the Department of Dermatology. The duties include communication with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, and professional colleagues; processing gifts and writing acknowledgement letters for the department. The position exercises independent judgment in the resolution of administrative problems and performs under pressure with a high degree of accuracy, diplomacy and confidentiality.

Key responsibilities: 

Office Operations: 

• Work independently and manage multiple projects simultaneously. Determine priorities within the Departments of Radiology and Dermatology development program and maintain a high level of professionalism, diplomacy, and confidentiality.
• Handle the day to day operations of the office.
• Manage special projects from inception to completion and make recommendations to the Senior Director, Director, and Assistant Director regarding best courses of action based on desired outcomes and expectations.
• Build and maintain professional relationships and effectively communicate with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, and professional colleagues over the telephone, in person, and in writing.
• Handle and screen incoming telephone calls, mail, emails and voice mails in an efficient and organized manner.
• Utilize computer networks, software, and applications including Word, Excel, and PowerPoint for management and production of heavy incoming and outgoing paper flow, prepare presentations and ensure an efficient office operation.
• Monitor the office budget, including the monthly reconciliation of budget transactions, and year-end closing paperwork. Have knowledge of HopkinsOne SAP system to complete travel and expense reports, invoices, and check requisitions.
• Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
• Manage internal operations including ordering office supplies, other special-order materials, and equipment as needed. Maintain an organized filing system.
• Coordinate travel for the Senior Director, Director, and the Assistant Director of Development including hotel and flight reservations, and any logistics that accompany the reason for travel. Prepare itineraries and other documents needed for travel.
• Manage a conflict-free calendar of meetings and appointments for the Senior Director, Director, and the Assistant Director of Development including those held both internally and externally.
• Coordinate patient referrals for donors and VIPs.
• Serve as a resource for the office and other employees throughout the Fund for Johns Hopkins Medicine by providing training and sharing knowledge.
• Perform additional duties as assigned by the Senior Director, Director, and Assistant Director. 

Development/Fundraising: 

• Process gifts for the Departments of Radiology and Dermatology utilizing the VPOS/Paywire and CPA systems in use by the Fund for Johns Hopkins Medicine and Johns Hopkins University Development and Alumni Relations. Ensure compliance with procedures and best practices including the accurate and timely processing of gifts. Work with budget administrators, Development and Alumni Relations Business Services, and the Fund for Johns Hopkins Medicine Finance and Development Operations office to create new current use accounts, coordinate internal financial transfers, and resolve accounting discrepancies between JHAS and SAP gift accounts.
• Analyze and resolve problems, interpret policies and demonstrate solid knowledge of processes and protocols for gift processing. Serve as back-up to the Assistant Director for the endowment process.
• Draft thank you letters for department directors and faculty members so they can promptly acknowledge donors. Compose and edit letters, documents, proposals, stewardship pieces, briefings, scripts, and marketing, event and fundraising collateral materials
• Utilize JHAS database to maintain prospect/donor records, update constituent information, and track gift activity. Learn database procedures including central clearance, research requests, and gift and financial records. Produce various database reports.
• Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and identify any gifts for the Departments of Radiology and Dermatology received by other development offices. Produced scheduled monthly and ad hoc reports for Senior Director, Director, and Assistant Director including fiscal year progress, mandatory stewardship, and work plan reports.
• In conjunction with Senior Director, Director and Assistant Director, create and review donor gift and pledge agreements and track payments to support cash flow projections. Forward gift agreements to appropriate authorized signers for review and approval.
• Manage bi-annual institutional pledge reminders for the Departments of Radiology and Dermatology in consultation with Senior Director, Director, and Assistant Director.
• Represent the Departments of Radiology and Dermatology in the Relationship Management Liaison Group, the Coordinators Roundtable, and other institutional groups as appropriate.
• Utilize computer resources to research information for designing prospect and donor profiles, and faculty biographies.
• Create and maintain mailing lists as needed for solicitation mailings, newsletters, and general correspondence. Organize and assist with solicitation mailings. Document, maintain and communicate pledges/gifts received for special campaigns and memorials to the Departments and to donor families.
• Assist the Senior Director, Director, and Assistant Director in the planning, implementation, and staffing of events, such as professorship dedications, portrait unveilings, endowed lectureships, ceremonies, and other events. Develop and maintain invitation lists, coordinate mailings, and manage event responses.
• May serve as the first point of contact with donors who wish to initiate tribute and memorial gifts, provide information for obituaries, and work directly with family members and honorees to notify them of gifts received.
• Develop a comprehensive understanding of all procedures of the Fund for Johns Hopkins Medicine, and the central development office of the Johns Hopkins University.
• Participate in meetings and trainings through the Fund for Johns Hopkins Medicine and the central development office of the Johns Hopkins University.

• 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.

• Excellent interpersonal and oral communication skills, and demonstrated effective writing and editorial skills.
• Ability to work independently and as part of a team, take initiative, be a self-starter, proactive problem solver, and have perseverance, and maintain a high degree of professionalism, diplomacy, and confidentiality .
• Comfortable working in a complex, multi-department organization and dynamic, fast paced environment.
• Experience working with broadly diverse groups of constituents such as patients, donors, prospects, alumni, leadership, department chairs, faculty, administrators, and professional colleagues.
• Ability to perform well under pressure within time constraints with the highest degree of accuracy and effectiveness.
• Strong organizational, mathematical, and analytical skills, and ability to prioritize and manage more than one project simultaneously.
• Strong computer literacy skills and the aptitude to learn new software.
• Possess excellent word processing word-processing and database management skills, significant PC experience with a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, and the internet. SAP knowledge preferred.
• Ability to be flexible with scheduling as this position may require occasional evening or weekend hours.

Classified Title: Development Coordinator 
Job Posting Title (Working Title): Development Coordinator, The Fund for Johns Hopkins Medicine Department Programs   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: Minimum: $37,855 - Maximum: $70,512 (targeted salary: $48,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10003224-SOM Admin FJHM Dept Programs 
Personnel area: School of Medicine