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Job Req ID:  17496

Development Coordinator

Working Title: Development Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/02/OE 
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003224-SOM Admin FJHM Dept Programs 
Personnel area: School of Medicine

 

General Description

 

This position requires a highly professional individual to coordinate office services and perform administrative and development activities for Department Programs.  The Development Coordinator reports directly to the Senior 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 Senior Associate 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 Departments of Pathology, Dermatology, and Emergency Medicine, and the Armstrong Institute for Patient Safety and Quality. The duties include communication with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, and professional colleagues; processing gifts and writing acknowledgement letters and other materials for these departments. The position exercises independent judgment in the resolution of administrative problems and performs under pressure with a high degree of accuracy, diplomacy, and confidentiality.

 

Responsibilities

 

Office Operations:

 

  • Work independently and manage multiple projects simultaneously. Determine priorities within Department Programs and maintain a high level of professionalism, diplomacy, and confidentiality.

 

  • Manage the day to day operations of the office.

 

  • Manage special projects from inception to completion and make recommendations to Senior Director, Senior Associate 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 HopkinOne 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.

 

  • Manage a conflict-free calendar of meetings and appointments for the Senior Director, the Senior Associate Director, and the Assistant Director including those held both internally and externally.

 

  • 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, the Senior Associate Director, and the Assistant Director.

 

Development/Fundraising:

 

  • Process gifts for the Departments of Pathology, Dermatology, and Emergency Medicine, and the Armstrong Institute for Patient Safety and Quality 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 Aladin 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 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. 

 

  • Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and identify any gifts for Department Programs received by other development offices. Produce scheduled monthly and ad hoc reports for Senior Director, Senior Associate Director, and Assistant Director including fiscal year progress, mandatory stewardship, and work plan reports.

 

  • In conjunction with Senior Director, Senior Associate 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 Department Programs in consultation with Senior Director, Senior Associate Director, and Assistant Director.

 

  • Represent Department Programs 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 campaign and memorials to associated Departments and donor families. 

 

  • Assist Senior Director, Senior Associate 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.

 

The Development Coordinator must possess effective relationship building and communication skills, be highly organized, have strong oral, written, editorial and analytical skills, and the ability to strategically set priorities and to re-evaluate those priorities on a regular basis to flourish in a fast-paced environment.  The Development Coordinator must be a self-starter, able to manage several projects simultaneously, and have strong attention to detail.  The Development Coordinator must be a cooperative and collegial individual who enjoys working with diverse populations and possess the ability to use discretion, especially when handling confidential information.

 

 

Qualifications

 

  • 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.

 

 

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.        

 

   

School of Medicine - East Baltimore Campus