Development Coordinator, The Institute for Basic Biomedical Sciences
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.
The Development Coordinator for the Institute for Basic and Behavioral Sciences is an integral member of a highly successful development team at one of the premier medical institutions in the country. This position provides development-related administrative support to the Basic Sciences development team. This support includes executive-level assistance to the Executive Director of Development; gift processing, reporting, and acknowledgment; event planning and support; portfolio management, database maintenance, and special projects. The breadth of activity, number of internal and external partners, and fast pace of the office require a high level of independent thinking, attention to detail, flexibility, advanced computer skills, and excellent interpersonal communication.
Key responsibilities:
Development/Fundraising:
- Process, track, and acknowledge all gifts to the Institute for Basic Biomedical Sciences (IBBS), Institute for Cell Engineering (ICE), and Department of Genetic Medicine (DGM).
- Develop and maintain an expert knowledge of development financial processes, the alumni and donor database, constituent and relationship management, and development research policies and protocols.
- Support the planning of donor visits and events for the Basic Sciences team including professorship installations, advisory council meetings, cultivation events, and alumni engagement gatherings. Events are a multifaceted responsibility that require working with multiple external vendors and internal partners. The Development Coordinator must successfully manage high expectations, multiple demands, and numerous sources of feedback and respond quickly to changing details.
- Work with vendors (internal and external) to maintain Basic Sciences development websites and design and produce communication pieces such as invitations and holiday cards. The Development Coordinator must be able to understand and communicate the ‘brand’ clearly in these materials.
- Execute departmental mailings accurately and in a timely manner. This includes, but is not limited to, the departmental gift acknowledgment process, donor communications, special appeals, and event follow-up, utilizing mail merges, personalized letters, e-mails and phone calls, as appropriate.
- Maintain alumni and donor database to track fundraising and stewardship actions. Perform research request submissions, prospect management action entries, and coordinate biographical and other updates with Development Business Services.
Office Management:
- Serve as the “face” of the Basic Sciences development team, serving as a liaison with donors, leadership, faculty, and staff.
- Produce reports (financial and/or fundraising) as required, utilizing Excel, Access, Word, and/or the alumni and donor database. Must take initiative in using computer programs to ensure accuracy and efficient use of time and technology.
- Manage a conflict-free calendar for the Executive Director of Development, including the coordination of meetings held inside and outside the institution, and schedule meetings for other members of the development team.
- Research and arrange travel for members of the development team to ensure the most efficient use of staff time.
- Resolve issues and answer questions from internal and external constituents, providing guidance and disseminating information to large audiences.
- Identify important goals, objectives, and issues beyond day to day operational knowledge and administrative tasks/activities.
- Coordinate office services such as purchasing, record control, reimbursement, office equipment and phones, supplies and other administrative services.
- Monitor the office operating budget and reconcile expenses.
- Manage internal office operations including ordering office supplies, equipment, and other materials as needed.
- Communicate effectively with academic leaders, trustees, volunteer leadership, donors, alumni, patients, guests, faculty, department chairs, and administrators.
- Triage incoming communications in an efficient and organized manner. Exercise independent judgment in resolution of administrative problems.
- Draft and prepare office communications; proofread and edit confidential, sensitive information.
- Maintain administrative filing system.
- Serve as team expert in office procedures as well as computer software applications.
- Supervise temporary staff, student workers, and interns, as needed.
- Revise office policy and procedures with the Executive Director of Development when necessary.
- Demonstrate high level of proficiency with word processing and spreadsheet software such as Word, Power Point, Excel, and the Internet.
- Manage special projects from inception to completion, coordinating with colleagues across the institution as needed.
- Advise the fundraising staff on best way to communicate with various offices, utilizing a sophisticated level of understanding and knowledge of the University and internal relationships.
- Perform additional duties as assigned.
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
- Able to work independently, manage projects and determine priorities, and maintain professionalism and confidentiality.
- Works well under pressure and meets deadlines; has the ability to synthesize, analyze, and critique.
- Demonstrated ability to address/resolve challenging, multi-faceted problems.
- Possesses excellent interpersonal skills and enjoys team work.
- Possesses exceptional organizational skills and ability to successfully manage multiple projects simultaneously.
- Possesses strong computer literacy skills and the ability to learn new software. Excellent written, editorial and verbal communication skills. Able to work in a dynamic, fast-paced environment. Able to maintain confidences and discreet, tactful behavior at all times.
- Strong knowledge of university or health system development, and/or development operations preferred.
Classified Title: Development Coordinator
Job Posting Title (Working Title): Development Coordinator, The Institute for Basic Biomedical Sciences
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $37,855 - Maximum: $70,512 (targeted salary: 46,000; 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: 10003242-SOM Admin FJHM Basic Sciences
Personnel area: School of Medicine