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Job Req ID:  8296

Development Coordinator

POSITION DESCRIPTION

Title:  Development Coordinator, Surgery Programs Fund for Johns Hopkins Medicine
Reports to: Senior Development Coordinator, Surgery Programs Fund for Johns Hopkins Medicine
Summary of Responsibilities:
This position requires a highly professional individual to coordinate office services and perform administrative and development activities for Surgery Programs.  The Development Coordinator will report directly to the Senior Development Coordinator and help to manage the daily operations of a multifaceted fundraising office.  The Development Coordinator will support the Director of Development focused on the mission of private sector fundraising for research, patient care, and educational needs for the Johns Hopkins Department of Surgery (SURG), Department of Plastic and Reconstructive Surgery (PRCS), and Anesthesia and Critical Care Medicine (ACCM), collectively referred to as "Surgery Programs." The Development Coordinator will provide administrative/office management support to the Director of Development, two Senior Associate Directors of Development, and an Assistant Director of Development in an effort to ensure that the overall management of the office and its events flow smoothly. Duties will include communication with patients, donors, prospects, alumni, leadership, department chairs, faculty, administrators, and professional colleagues and processing gifts and writing acknowledgement letters for Surgery Programs' departments.  The Development Coordinator must be able to exercise independent judgment in the resolution of administrative problems and perform under pressure with a high degree of accuracy, diplomacy, and confidentiality. The position also will require the Development Coordinator to possess excellent written and verbal communication skills and maintain excellent computer skills.
Responsibilities:
Office Operations:
• Work independently and manage multiple projects simultaneously.  Determine administrative priorities within Surgery Programs.
• Assist Senior Development Coordinator with management of the day-to-day operations of the office.
• Build and maintain professional relationships and effectively communicate with patients, donors, prospects, alumni, leadership, department chairs, faculty, administrators, and professional colleagues over the telephone, in person, and in writing.
• Handle and screen incoming telephone calls, mail, faxes, emails, and voice mails in an efficient and organized manner.  Exercise independent judgment in the resolution of administrative problems.
• Provide administrative support and manage a conflict-free calendar of meetings and appointments for the Director of Development including those held both internally and externally.
• Compose and edit letters, documents, and other written materials.
• 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.
• Complete all reimbursements for the Development Office staff through SAP, as well as requesting checks for payment to vendors. Ensure that timely payments are received for all parties involved.
• Manage internal operations including ordering office supplies, other special-order materials, and equipment as needed. Maintain an organized filing system.
• Coordinate travel for team members including hotel and flight reservations, and any logistics that accompany the reason for travel.  Prepare itineraries and other documents needed for travel.
• Perform additional duties as assigned by the Director and Senior Coordinator.

Development/Fundraising Activities:

• Process gifts for the SURG, PRCS, and ACCM utilizing the VPOS/Paywire and CPA systems in use by the Fund for Johns Hopkins Medicine and Johns Hopkins University Development and Alumni Relations.  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.

• Resolve any issues that arise pertaining to gift processing.

• Notify faculty of all gifts received and draft thank you letters for department chairs and faculty members so they can promptly acknowledge donors.

• Triage inquiries relating to stock gifts and estate distributions and serve as liaison with the Treasurer’s Office, Office of Gift Planning, and appropriate offices within Johns Hopkins.

• Utilize Aladin and Relationship Management to maintain the prospect/donor database, update constituent information, and track gift activity. Learn database procedures including central clearance, research requests, and gift and financial records.  Produce various database reports.

• Manage RM entries (actions, solicitations approaches, proposals, linking gifts, etc.) for entire team.

• Ability to perform various functions and maintain thorough understanding of central clearance and research requests, prospect tracking, gift and financial record maintenance, name and address updates, and contact restrictions.

• Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and maintain campaign pledge/gift reports, and track and prepare pledge reminder letters to Surgery Program donors.

• Produce a variety of database reports by department, physician, giving interest, geography, donor/non-donor, and others as needed.

• Participate in monthly team and prospect strategy meetings. Collaborate with team members and partake in discussions related to the projects/priorities of the program.

• Represent Surgery Programs in the Coordinators Roundtable and other institutional groups as appropriate.

• Maintain alumni lists for the Departments of Surgery, Plastic and Reconstructive Surgery, and Anesthesia and Critical Care Medicine.

• 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 campaign and memorials to associated Departments and donor families.

• Assists Director and Senior Development Coordinator with the stewardship and tracking of donors, including overseeing special solicitation mailings, Thanksgiving and Winter Holiday cards for development office and offices of the Chairs for Surgery and Plastic and Reconstructive Surgery, and gathering information to steward donors.

• Work alongside Director, Senior Associate Directors, and Assistant Director to track new patient referrals supplied to the development office through faculty members.  Track detail online in Relationship Management.

• Assist Assistant Director and Senior Coordinator 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.

Position Requirements:

• High school diploma or GED required.  Bachelor’s degree preferred but relevant development or business experience is highly valued. Three years of related experience required. Additional experience preferred. Additional education may be substituted for years of related experience.

• 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 preferred.        

 • 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 required.

 • Strong computer literacy skills and the aptitude to learn new software required. Possess excellent 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.

Physical Requirements

  • Must be able to lift 25 pounds, and at times, carry necessary equipment (i.e. lap top) and/or supplies (events materials, signage, etc.)
  • Must be able to sit for eight hours, as needed.
  • Must be able to stand for various lengths of time, as needed.
  • Must be able to walk stairs, as needed.
  • Must possess valid driver’s license and be able to travel.

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

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