Development Coordinator

Location
Maryland, United States
Posted
02 Oct 2018
End of advertisement period
02 Dec 2018
Ref
11961
Contract Type
Permanent
Hours
Full Time

Classified title: Development Coordinator
Role/Level/Range: ATO 2 OE
Employee group (Full time/Part-time/Limited/Casual): full time
Employee subgroup (FLSA Status): non exempt
Department name: Department of Medicine
Personnel area (School): UN02

Summary:

The Development Coordinator reports to the Senior Development Coordinator for the Johns Hopkins Department of Medicine (DOM).  The primary focus of this position is to ensure that gift processing and acknowledgements flow smoothly. This position also provides administrative support to one Senior Associate Director of Development, the Associate Director of Development, and the Assistant Director of Development as well as back-up support to the Sr. Dev. Coordinator.

The large number of gifts processed, large donor base, and the fast pace of the office require this person to have the ability to exercise good judgment, demonstrate a high level of independent thinking, have the capacity to pay close attention to detail, develop and use problem solving skills, possess excellent written and verbal communication skills, exercise flexibility, and maintain excellent computer skills. This position must perform well under pressure with a high degree of accuracy and diplomacy.

This position is responsible for assisting with project communications, tasks, timelines, resources, and administrative matters for the Fund for Johns Hopkins Medicine (FJHM).  He/She will exercise independent judgment and assume responsibility for special projects that pertain to FJHM and the Department of Medicine.

Responsibilities

Coordinates Gift Processing and Acknowledgment Activities:

  • Process approximately 2,500 charitable gifts annually for multiple divisions in the DOM, which includes assigning funds to appropriate accounts. Designating the charitable gifts to approximately 300 active accounts. This requires interaction with many faculty members, financial administrators and their staff, the Johns Hopkins University Treasurer’s Office, Gift Processing/Records Supervisor, and appropriate offices within the DOM and the Fund for Johns Hopkins Medicine.
  • Notifies approximately 200 faculty members of all gifts received. Draft and prepare timely and personalized acknowledgement letters for the Chair, faculty, Senior Director of Development, and Senior Associate Directors of Development in the Department of Medicine. Compose an average of 40-50 notification letters per year to families for gifts received in memory of/in honor of individuals. Proofreads and edits correspondence.
  • Establishes new gift accounts and endowments (approximately 50 annually), accurately assigns funds to gift accounts, and interfaces with physicians’ office support staff, the DOM Administrative Office, budget analysts, Business Services/gift-processing staff and various Homewood offices including Central Development, Annual Fund, and the Treasurer’s Office.  This person will manage the timely scanning/filing of all gift documentation and will initiate monthly checks and balances to ensure accuracy.

Special Events:

  • Maintains accurate list of invitees and RSVPs. This position keeps detailed list of invitees, attendees, special requests, and dietary restrictions. Communicates this information to the venue, to ensure all special requirements are adhered to.
  • Communicates with various departments within Johns Hopkins to ensure that all procedures and processes are followed in the appropriate manner regarding signage, vendor loading zones, security, audio visual, facilities, etc.
  • Arrive at DOM events early in order to assist with set up, ensure that all vendors are operating smoothly and in a timely manner, and guests are comfortable. Coordinate with outside vendors to ensure access to venue in time for set up.
  • Arrange donor meals and receptions on and off campus, and in the office of the Chair of the DOM.  This includes working with various caterers, both internal and external, and accommodating special meal requests.

Development/Fundraising:

  • Serves as a backup to managing internal office operations:  coordinates and implements office services such as purchasing (i.e. ordering office supplies and equipment), reimbursement through SAP, phones, and other special-order materials.
  • Monitor entry by DBS of important constituent information, resolve issues regarding incorrect entries, provides DBS with death notices for accuracy within Aladin (the development database). Work closely with the budget administrative staff in the divisions in the DOM to ensure accurate entries. Coordinate web giving gifts to determine the appropriate account for deposit when needed. 
  • Participates in regular strategy meetings with Senior Development Coordinator.  Discuss workload and work flow, upcoming events and calendar.
  • Produce a variety of database reports by department, physician, giving interest, geography, donor/non-donor and others as needed.  
  • Assists with direct mail campaigns and other mailings as needed including doing mail merges, printing, stuffing and mailing multiple pieces. Works with an outside vendor/mail house as needed for larger mailings.

Administrative:

  • Effectively communicates with high-level donors, alumni, patients, guests, faculty, department chairs, administrators and professional colleagues over the telephone, email and in person.
  • Exercises good judgment, works independently, manages projects, determines priorities, and pays close attention to detail.
  • Triages telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner.  Exercises independent judgment in resolution of administrative problems.
  • Manages a conflict free calendar including the coordination of meetings and conference calls held inside and outside the Institution.
  • Assists with travel plans in Concur and other systems (transportation, lodging, etc.).
  • Drafts and prepares office communication for signature. Proofreads and edits confidential, sensitive information.  Ability to compose letters, documents, and edit written materials.
  • Processes expenses and handles reimbursements for staff.
  • Cross trains with the Sr. Dev. Coordinator to cover the office when he/she is out.
  • Performs additional duties as assigned.

Background and Experience:

The Development Coordinator reports to the Senior Development Coordinator for the Johns Hopkins Department of Medicine (DOM).  The primary focus of this position is to ensure that gift processing and acknowledgements flow smoothly. This position also provides administrative support to one Senior Associate Director of Development, the Associate Director of Development, and the Assistant Director of Development as well as back-up support to the Sr. Dev. Coordinator.

The large number of gifts processed, large donor base, and the fast pace of the office require this person to have the ability to exercise good judgment, demonstrate a high level of independent thinking, have the capacity to pay close attention to detail, develop and use problem solving skills, possess excellent written and verbal communication skills, exercise flexibility, and maintain excellent computer skills. This position must perform well under pressure with a high degree of accuracy and diplomacy.

This position is responsible for assisting with project communications, tasks, timelines, resources, and administrative matters for the Fund for Johns Hopkins Medicine (FJHM).  He/She will exercise independent judgment and assume responsibility for special projects that pertain to FJHM and the Department of Medicine.

Requires a High School Diploma/GED and the years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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.