Gift Planning Coordinator
Starting Salary Range ($s): $32,975 - 45,338
Employee group (Full time/Part-time/Limited/Casual): full time
Schedule (hours/days): Monday – Friday 8:30 a.m. – 5:00 p.m.
Employee subgroup (FLSA Status): non-exempt
Department name: Office of Gift Planning, DAR
Personnel area (School): University Administration
The Office of Gift Planning is a central development office which serves all of the schools and divisions of Johns Hopkins University and Medicine in the cultivation, solicitation, processing, and fiduciary management of various kinds of gifts. The Gift Planning Coordinator (“Coordinator”) reports to the Director of Gift Planning and Senior Philanthropic Advisor and serves as the primary point person for administrative, prospect management, and project based activities for a Gift Planning Team (“Team”) of three and a Senior Director of Gift Planning/Senior Philanthropic Advisor. In addition, the Coordinator provides general support for the Office as part of the administrative team. The Coordinator also serves as back-up support to other members of the Office of Gift Planning. This position interacts with individuals internal and external to Johns Hopkins, including senior leadership, donors, prospects, alumni, and development staff, and the Coordinator must have the ability to effectively communicate with these groups over the phone, in person and via email.
Administrative Support of Gift Planning
- Serve as part of the administrative team for the Office and provide general support in a professional, efficient and collegial manner.
- Serve as the lead work-flow coordinator for the gift planning advisors team through coordinating administrative team meetings and work groups.
- Recommend, develop and implement policy and procedural changes to improve operations of the office.
- Answer and triage incoming phone calls while providing exemplary customer service and proper responses to requests. When necessary, transfer calls or take accurate messages and forward to the proper staff member of the Office.
- Assemble and distribute mail that often includes checks and other time-sensitive information.
- Lead office projects such as donor birthday cards, preparation for special marketing mailings, standard gift planning packets, marketing mailings and gift planning events.
- Other duties as assigned to support the administrative needs of the Office.
- Work collaboratively with administrative team to provide consistent support, back-up, and coverage for general Office support.
- Demonstrate willingness to assist others within the Office to accomplish common objectives.
- Support the Johns Hopkins Legacy Society through staffing of events and support of marketing efforts.
- Assist with directing inquiries generated by marketing, tracking responses and providing general support and assistance as needed.
- The Coordinator will provide support, as detailed below, for the gift planning advisors and senior management. The Coordinator will also provide secondary support in these areas to the fiduciary services team and the marketing team.
- Proactively manage daily calendars for the Senior Director of Gift Planning, the Director of Gift Planning and the three Gift Planning Advisors by scheduling individual appointments, meetings, and travel. Ensure that meetings are conflict-free and appropriately spaced, and share any changes or notifications of upcoming meetings with all parties involved.
- Plan, organize and book travel details for the Senior Director of Gift Planning, the Director of Gift Planning and the three Gift Planning Advisors. Prepare itineraries (transportation, lodging, etc.) and other documents needed for travel in a way that provides the most efficient use of staff time and also accommodates individual needs and preferences.
- Efficiently work with Concur/J.P. Morgan/SAP in order to process travel and employee reimbursements, online payment requests, and shopping cart purchases.
- Manage the office Procurement card through monthly expense reconciliation of receipts. Maintain copies of Johns Hopkins Maryland Tax Exemption Certificate to be used with all Procurement card purchases.
- Proficiently utilize computer networks and programs, specifically Windows applications such as Outlook, Word, Excel, PowerPoint, Access, Adobe, etc., as well as DAR and University-specific databases, including SAP, Aladin and Galaxy, to handle and track information flow and to maintain an organized filing system.
- Provide organization and support of several training sessions/presentations (internal for DAR and to Advisory Boards) per year which are conducted by the Office staff, including securing a date and venue, handling communications with participants, creating PowerPoint presentations and other materials, staffing of the event, and relevant follow-up.
- Participate in cross-training opportunities with other Coordinators in the Office to ensure continuity of service to the Gift Planning Office at all times.
- Maintain inventory of office supplies, equipment, and stationary. Order/reorder as needed. Maintain accurate and current computerized record database pf expenditures, inventory and supplies. Monitor supplies and materials for the office.
Prospect Management of Gift Planning
- Maintain and refine a comprehensive system for prospect management through Excel and ALADIN for the gift planning advisors and senior management in an effort to support individual and staff work plan goals.
- Run reports, organize biographical information, and provide background on prospects or groups of prospects to gift planning advisors and senior management in preparation for prospect visits and meetings.
- Develop expert knowledge of Development and Alumni Relations, University-specific databases and new modules as they are introduced.
- Review mandatory stewardship assignments for gift planning advisors and senior management, update and maintain entries in the stewardship module of Aladin RM and assist with the annual letters of impact and coordinating annual visits.
- Attend divisional prospect management meetings, as required.
- Perform other duties as assigned and required.
Support of Principal Gift Process for Senior Philanthropic Advisors
- Gather background data in preparation for meetings, presentations, reports, proposals, etc. Draft, edit, and prepare materials including, but not limited to, letters, proposals, memos, training materials and reports as needed for Senior Staff with a high level of consistency and professionalism.
- Develop institutional relationships at the administrative level utilizing a sophisticated level of understanding and knowledge of the University and Medicine.
- Support of the Senior Director/Senior Philanthropic Advisor:
- Provide administrative support and prospect management support to the Senior Director; same support as described about for gift planning advisors
- Effectively schedule meetings with both internal and external constituents, including Johns Hopkins leadership and key officers such as General Counsel, Chief Investment Officer, outside consultants, colleagues in various Johns Hopkins communications offices, counsel on retainer, donors, prospects and/or their professional advisors, and development colleagues.
- Coordinate staff meetings and prospect strategy meetings and prepare and distribute staff meeting agendas.
- Coordinate logistics for office wide events including annual retreat and annual holiday party.
- Work independently, manage complex projects, determine priorities and maintain a high degree of professionalism and confidentiality.
- College degree is preferred; high school diploma/GED required. Minimum three years related or relevant experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Foster a team spirit and a high level of morale by conducting self in an exemplary manner
- Strong organizational skills and the ability to juggle multiple priorities in a fast paced environment.
- Proficiency with all MS Office programs, including Word, Excel and PowerPoint; proficiency with Outlook e-mail and calendar. Knowledge of ALADIN and SAP a plus.
- High level of attention to detail.
- Strong interpersonal skills.
- Strong communication skills, both oral and written, including proofreading skills.
- Must maintain a high degree of professionalism at all times.
- Ability to maintain confidentiality and exhibit discreet, tactful behavior at all times.
- Ability to work both independently and as part of a team.
- Work collaboratively to accomplish the goals of the Office of Gift Planning