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Job Req ID:  10589

Development Data Specialist

Performs under minimal guidance a variety of development accounting and constituent maintenance activities related to the processing of gifts and pledges for the Johns Hopkins Institutions; determines budget allocations, computes, classifies, records, and reconciles transactions that are posted into the Development accounting system as well as the University’s accounting system.  Checks transactions and resolves discrepancies, while applying a working knowledge of applicable laws, regulations, and development accounting standards.   Supervises staff and operations in supervisor’s/manager’s absence.


Essential Responsibilities


Gift and Pledge processing activities

  • Regular contact with officers of private corporations regarding corporate matching gift policies and issues.
  • Process most specialized pledge and gift transactions including private grants, corporate matching gifts, and deferred/life-income gifts.
  • Provides customer support service  - financial questions and modification requests for contributions
  • Records, classifies, and summarizes accounting transactions.
  • Assembles documents for computer input, verifying and ascribing dates of credit, accuracy of account numbers and allocations, total cash received, and segregation of gift verses non-gift transactions.
  • Selects correct accounts; posts, verifies, and balances debit and credit entries
  • Applies a working knowledge of applicable laws and regulations; verifies documents for completeness and compliance with government agencies (IRS) and Development accounting standards as defined by NACUBO and CASE.
  • Performs mathematical calculations and computations.
  • Provides accounting services to Development staff and other related parties.
  • Checks accounting transactions to locate and resolve discrepancies.  Reconcile donors’ gift and pledge account activity and make appropriate adjustments.
  • Analyze and research donor giving histories as required.
  • Initiates and responds to inquiries (oral and written) from divisional staff, business offices, and other institutional parties regarding gift and pledge transactions.

Constituent Maintenance

  • Creates, updates, and verifies information for all constituent types across the Institutions.
  • Generates reports from SAP Analysis, COEUS, and the Development database ALADIN to assess quality of the data maintained and determine where additional troubleshooting/updating is needed.
  • Creates and maintains biographical, contact, employment/organizational relationship data for constituents, as well as other supporting data through filing, retrieval, retention, storage, compilation, coding, updating, and purging.
  • Assembles and prepares documents for computer input.
  • Initiates and responds to inquiries (oral and written) from divisional staff, business offices, and other institutional parties regarding all constituent data.
  • Completes any activity required to support the Development data quality goals and initiatives.
  • Maintain reports that detail progress of targeted maintenance activities and projects.
  • Maintains gift, pledge, and supporting application data records through filing, retrieval, retention, storage, compilation, coding, updating, and purging.

Additional position requirements

  • May supervises staff and/or operations (work delegation/assignment) in manager’s absence.
  • Reviews completed pledge/gift, and constituent maintenance for accuracy and compliance to standards and regulations.
  • Manages/oversees the completion of large scale pledge/gift entry projects, pledge reminder cycles, and be accountable for timeliness and accuracy of results.
  • Provides information concerning written University and Development policies and procedures to customers, and routinely handles customer complaints.
  • Assists immediate supervisor in cross-training and new employee orientation within the area.
  • Maintain confidential records and files, and handle confidential correspondence for all data and documents involved in work.
  • Uses various software applications, such as word processors, spreadsheets, and relational databases, to assemble, manipulate and/or format data and/or reports.
  • Uses third party vendors via the Internet, and other available sources, to research and validate the accuracy of data.
  • Acts as user acceptance test participant in the development and enhancement of Development software products.
  • Operates office equipment such as photocopier, fax machine, and calculator.


Thorough knowledge/skill of:

  • The ability to interact effectively and tactfully via written and verbal communication with professional staff within Johns Hopkins and outside the institutions.
  • Information, characteristics, and requirements for updating the records of Faculty/Staff, Trustee, and other key institutional constituents.
  • Procedures and requirements of the corporate matching gift programs for the numerous matching gift companies.
  • University accounting systems and other applications including SAP, sponsored-project data in SAP, and other SAP data elements
  • Works independently frequently with minimal instructions and directions
  • Development’s computing system ALADIN (ALumni and Development Information Network) to post transactions (pledges, gifts), maintain constituent biographical data, and produce various reports and donor gift receipts.
  • University account code structure and general institutional accounting procedures and standards, and supporting documentation required to credit cash receipts
  • Ability to discern appropriate institutional budget to credit cash receipts.
  • Internal and externally imposed guidelines governing gift processing activity, including determining the legal donor, and verifying the accuracy and compliance of gift receipt preparation.
  • Basic accounting concepts (debits/credits)
  • Constituent relationships as they are represented in Development database
  • Able to work effectively with varying project timelines and requirements
  • Grammatical rules and spelling
  • Development’s policies regarding confidentiality of information


General knowledge/skill of:

  • Physical and electronic records management
  • Data administration concepts and the relationships that exist between various data elements
  • Development and alumni relations business goals
  • Various applications including the MicroSoft Outlook and Excel
  • Communicator/Messenger, basic Oracle (SQL), Internet search tools and sites.
  • University organizational structure, protocols, and the complexity of relationships between and within divisions and subdivisions.
  • The department’s operating procedures and work-unit perspective.
  • General office procedures and protocol including the appropriate release of accurate information relating to customer needs and questions regarding constituent maintenance and/or transaction processing.
  • Ability to use other institutional resources/offices to resolve discrepancies in gift recording or constituent biographical information.


Analysis and Problem Solving

What problems may you encounter and be expected to recognize?


  • Determining the correct budget allocation for a gift based on donor stated intention
  • Identifying cash receipts that may not qualify as a charitable deduction
  • Determining the correct constituent against which new biographical information should be applied.
  • Employing the correct procedures for maintaining specific, non-standard constituent data
  • Identifying discrepancies in existing data
  • Researching and correcting donor biographical and financial information to resolve customer inquires or discrepancies.
  • Validating correspondence to donors and/or institutional staff prior to sending
  • Generally carries out duties with limited supervision, and makes decisions within established procedures.

Senior – these are in addition to baseline

  • Determine eligibility for corporate matching gift funds, and making appropriate contact to resolve questions re: program guidelines and distribution of funds, etc.
  • Review and reconcile financial accounts/statements
  • Using non-Development database to research sponsored project awards (private grants)  for Development recording
  • Recommending appropriate instances where direct donor contact is needed, and then making contact
  • Exercises judgment and is responsible for decisions, the results of which may have an impact on resources and/or quality of customer service



• High School Diploma/GED required. Three (3) years of related experience required.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.



Classified title: Development Data Specialist

Working title (if applicable): Development Data Specialist

Role/Level/Range: ATO/02/OE

Employee group (Full time/Part-time/Limited/Casual): Full Time

Schedule (hours/days): M-F, 37.5

Employee subgroup (FLSA Status): non-exempt

Department name: University Administration

Personnel area (School): Development & Alumni Relations


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 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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