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Job Req ID:  18901

Senior Gift Administration Coordinator

Working Title: Senior Gift Administration Coordinator  ​​​​​
Role/Level/Range: ATO 37.5/03/OF 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 45-MD:JH at Keswick 
Department name: 10001639-Data Administration 
Personnel area: University Administration


General Description


This position requires a highly professional individual to perform development gift administration, process, and customer support activities for the Johns Hopkins University and Medicine.  The Gift Administration Coordinator reports directly to the Gift Processing Supervisor.  Other duties include communication with DAR and other JH institutions, staff and leadership regarding contributions to JH.  The individual will exercise independent judgment in the resolution of administrative challenges and performs under pressure with a high degree of accuracy, diplomacy, and confidentiality.


Primary Responsibilities


Coordinator/Liaison activities


  • First point of contact for JH Gift Officers and Development staff; communicate with and advise internal and external customers to resolve gift accounting and development services issues. 


  • Facilitate creation of new current use accounts, coordinate internal financial transfers, and resolve accounting discrepancies between ALADIN and SAP gift accounts.


  • Develop and provide periodic on-site, in-house training of DAR staff as needed or requested.


  • Conduct training for new Development and other institutional customers on processing procedures and data requirements to assist in effectively serving them. 


  • Work independently and manage multiple projects simultaneously.


  • Build and maintain professional relationships and effectively communicate with DAR community and department staff over the telephone, in person, and in writing.


Gift Administration 


  • Independently perform a variety of development accounting and constituent maintenance activities related to the timely processing of gifts, pledges, and dues payments for the Johns Hopkins Institutions.


  • Review incoming gift, pledge, dues, and event transactions to verify proper documentation for each. Determine and verify if additional information is required for accurate processing of specific transaction types.  Determine budget allocations, compute, classify, record, and reconcile transactions that are posted into the Development accounting system as well as the University's accounting system. 


  • Review completed pledge/gift, and constituent maintenance for accuracy and compliance.  Check transactions and resolve discrepancies while applying a working knowledge of applicable laws, regulations, and development accounting standards.  In the absence of, or to assist as needed, review and approve gift and pledge advice forms, transmittals, and other processing summary documents to verify that the correct account, amount, and donor record data has been ascribed with the transaction.


  • Researches and maintains critical data related to institutional donors and other constituents. Completes tasks related to development data quality initiatives.


  • Manage/oversee the completion of large scale constituent and pledge/gift entry projects. Be accountable for timeliness and accuracy of results.


  • Will have contact with various institutional departments and some external contacts for verification of data and quality control. Respond to inquiries (oral and written) regarding all constituent data.


  • Use various software applications, such as word processors, spreadsheets, and relational databases, to assemble, manipulate and/or format moderate to complex data and/or reports.


  • In the absence of supervisor, may manage assigned staff; duties may include hiring and training staff, evaluating and approving leave or training requests, completing annual reviews, making recommendations regarding staff development etc.


  • In the absence of supervisor, may develop, oversee, and execute training of new unit employees on constituent and transaction data maintenance, and processing procedures.


  • Manage and/or assist in the completion unit tasks, services, and ad hoc projects.


  • Other duties as assigned.



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




  • High School Diploma/GED required, Bachelor's degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • Five years related experience.
  • Additional education may substitute for experience. 
  • Excellent interpersonal and oral communication skills, and demonstrated effective writing and editorial skills in development of training, educational resources.
  • 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 directors, faculty, administrators, and professional colleagues preferred. 
  • Must have ability to transfer knowledge to staff, develop new training modules, advance training documentation, job aids, and performance support materials.
  • 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.


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.                                                                              



JH at Keswick