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Job Req ID:  91757

Development Coordinator

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 have a dual report to the Director of Development and Associate Director of Development 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, one Senior Associate Director of Development, two Associate Directors and one 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 key stakeholders (patients, donors, prospects, alumni, leadership, department chairs, faculty, administrators, and professional colleagues) processing gifts and acknowledgements, weekly reporting and overall support with the major gift lifecycle 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.




Office Operations:


  • Work independently and manage multiple projects simultaneously.  Determine administrative priorities within Surgery Programs.


  • Assist Associate Director of Development 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, virtually, 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 prioritization and 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 Concur, as well as requesting checks for payment to vendors through SAP.  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 Associate Director.


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. 


  • Assist with maintaining 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 Associate Director 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, birthday card mailings, and gathering information to steward donors.


  • Work alongside Director, Senior Associate Director, 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 Associate Directors 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.


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.


Classified Title: Development Coordinator 
Working Title: Development Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range:  
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: 04-MD:School of Medicine Campus 
Department name: 10003225-SOM Admin FJHM Surgery 
Personnel area: School of Medicine




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


The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.


Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


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