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Job Req ID:  18965

Development Coordinator

Working Title: Development Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Employee group: Full Time 
Schedule: Monday - Friday 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003228-SOM Admin FJHM Heart Institute 
Personnel area: School of Medicine

 

General Description

 

The Development Coordinator for the Heart and Vascular Institute (HVI) is an integral member of a highly successful development team at one of the premier medical institutions in the country. The coordinator will manage all fundraising administrative operations and provide critical support to HVI’s Director of Development and Senior Associate Director of Development. They will also work in close collaboration with the Department of Medicine Development Office administrative staff. This support includes communicating with donors, faculty, and staff; processing contributions; producing correspondence; entering development database information; coordinating logistics for events and meetings; managing calendars and travel arrangements; assisting with donor stewardship initiatives; managing budget and expense activity; and collaborating with the Department of Medicine Development Office.

 

The Development Coordinator must be able to exercise a high level of professionalism, judgement and tact in the resolution of administrative issues and perform under pressure with a high degree of accuracy and diplomacy.  The position also requires excellent communication and computer skills and the ability to think independently.

 

Responsibilities

 

Administrative Duties

 

  • Communicate professionally and effectively with donors, patients, faculty, staff, and colleagues
  • Triage communications received through the central office phone line and email account.
  • Draft and edit written materials for print and online distribution
  • Maintain office master calendar; coordinate meetings and calendar entries for the Director and Senior Associate Director
  • Provide logistical support for meetings and donor and prospect visits
  • Maintain the office filing system and institute new filing protocols
  • Coordinate development officer travel
  • Manage special projects as assigned
  • Provides backup support and coverage for the Sr. Development Coordinator and Development Coordinator in the Department of Medicine

 

Gift Processing

 

  • Process gifts and pledges; run weekly gift reports.
  • Draft and proof all thank you letters; manage letter review and signature process 
  • Notify physicians of gifts received.
  • Work with divisional and departmental financial administration to manage gift accounts as needed
  • Troubleshoot any gift processing/accounting  issues or discrepancies

 

Development Database

 

  • Maintain comprehensive knowledge of ALADIN (The Johns Hopkins donor and prospect database). Enter and maintain donor information and development activity
  • Initiate and track prospect and donor research requests
  • Produce and distribute donor and prospect reports and spreadsheets

 

Event Management and Stewardship

 

  • Plan and implement development events
  • Generate and maintain the office events calendar and timelines.
  • Create mailing lists for invitations, newsletters and other correspondence.
  • Manage mailings and RSVP lists.
  • Serve as primarily liaison to all vendors; execute contracts and coordinate payment.
  • Staff events as needed
  • Assist the development officers with the stewardship of gift prospects and donors.

 

Budget/Financial

 

  • Develop a working knowledge of the SAP financial system.
  • Process receipts, expense reimbursements and vendor invoices.
  • Monitor development budget and produce financial reports
  • Work with divisional administration to reconcile gifts and gift accounts
  • Oversee purchasing of office supplies, equipment, donor gifts, and other expenditures

 

Background Experience and Requirements

 

  • High School Diploma/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,
  • Ability to work independently and manage and prioritize multiple projects
  • Maintain a high degree of professionalism and confidentiality
  • Strong interpersonal and organizational skills
  • Strong computer literacy and the ability to learn new software; comfort with Microsoft Office Suite, particularly Excel, Word, and PowerPoint.  SAP and graphic design experience highly preferred
  • Comfort with data management and analysis
  • Excellent writing, proofing, editing and communication skills
  • A keen interest and ability to absorb and apply a working knowledge of key HVI donors and prospect relationships in the completion of day-to-day responsibilities.
  • Ability to work in a fast-paced environment and perform well under pressure.
  • Knowledge of Johns Hopkins Medicine and/or development operations highly desirable
  • Flexibility to work occasional evening or weekend hours.

 

Physical Requirements

 

  • Must be able to lift 25 pounds, and at times, carry necessary equipment (i.e. laptop) 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.

 

                                                                                   

 

 

School of Medicine - East Baltimore Campus