Job Req ID: 15211
This position requires a highly professional individual to coordinate office services and perform administrative and development activities for the Department of Gynecology and Obstetrics. The Development Coordinator reports directly to the Senior Associate Director of Development and helps to manage the daily operations of a multifaceted fundraising office.
The Development Coordinator supports the Senior Associate Director of Development focused on the mission of private sector fundraising for research, patient care and educational needs for the Department of Gynecology and Obstetrics. The duties include communication with patients, donors, prospects, alumni, leadership, department director, faculty, administrator, and professional colleagues; processing gifts and writing acknowledgement letters for the department. The position exercises independent judgment in the resolution of administrative problems and performs under pressure with a high degree of accuracy, diplomacy and confidentiality.
Reports to: Senior Associate Director of Development, Department of Gynecology and Obstetrics
- Work independently and manage multiple projects simultaneously. Work with the Senior Associate Director of Development in managing priorities within the Department of Gynecology and Obstetrics development program. Maintain a high level of professionalism, diplomacy, and confidentiality.
- Manage the day to day operations of the office.
- Build and maintain professional relationships and effectively communicate with patients, donors, prospects, alumni, leadership, department director, faculty, administrator, and professional colleagues over the telephone, in person, and in writing.
- Handle and screen incoming telephone calls, mail, emails and voice mails in an efficient and organized manner.
- Utilize computer networks, software, and applications including Word, Excel, and PowerPoint for management and production of heavy incoming and outgoing paper flow, and ensure an efficient office operation.
- Have knowledge of HopkinOne SAP system to complete travel and expense reports, invoices, and check requisitions.
- Manage internal operations including ordering office supplies, other special-order materials, and equipment as needed. Maintain an organized filing system.
- Manage a conflict-free calendar of meetings and appointments for the Senior Associate Director of Development including those held both internally and externally.
- Coordinate patient referrals for donors and VIPs.
- Perform additional duties as assigned by the Senior Associate Director of Development.
- Process gifts for the Department of Gynecology and Obstetrics utilizing the VPOS/Paywire and CPA systems in use by the Fund for Johns Hopkins Medicine and Johns Hopkins University Development and Alumni Relations. Work with budget administrator, Development and Alumni Relations Business Services, and the Fund for Johns Hopkins Medicine Finance and Development Operations office to create new current use accounts.
- Work with budget administrator, Development and Alumni Relations Business Services, and the Fund for Johns Hopkins Medicine Finance and Development Operations office to create new endowment accounts. Use Johns Hopkins development and financial systems to track endowment funds. Investigate and verify that endowed funds are being spent on appropriate expenditures as approved by the Board of Trustees. Communicate with the Treasurer’s Office, Business Office, and Development and Alumni Relations Business Services regarding stewarded funds and reconciliation discrepancies.
- Draft thank you letters for department director and faculty members so they can promptly acknowledge donors. Compose and edit letters, documents, and other written materials.
- Design stewardship and other fundraising collateral materials.
- Utilize Aladin and Relationship Management to maintain the prospect/donor database, update constituent information, and track gift activity. Learn database procedures including central clearance, research requests, and gift and financial records.
- Produce various database reports.
- Document and track stewardship movement in the Aladin Relationship Management database.
- Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and identify any gifts for the Department of Gynecology and Obstetrics received by other development offices.
- Manage bi-annual institutional pledge reminders for the Department of Gynecology and Obstetrics in consultation with the Senior Associate Director Director of Development.
- Represent the Department of Gynecology and Obstetrics in the Relationship Management Liaison Group, the Coordinators Roundtable, and other institutional groups as appropriate.
- Utilize computer resources to research information for designing prospect and donor profiles, and faculty biographies.
- Create and maintain mailing lists as needed for solicitation mailings, newsletters and general correspondence. Organize and assist with solicitation mailings. Document, maintain and communicate pledges/gifts received for special campaigns and memorials to the Department and to donor families.
- Assist Senior Associate Director of Development in the planning, implementation, and staffing of events, such as professorship dedications, portrait unveilings, endowed lectureships, alumni receptions, ceremonies, and other events. Develop and maintain invitation lists, coordinate mailings, and manage event responses.
- Develop a comprehensive understanding of all procedures of the Fund for Johns Hopkins Medicine, and the central development office of the Johns Hopkins University.
- Collaborate with Department Programs staff and participate in Department Programs meetings, trainings, and annual retreat; and attend meetings and trainings through the Fund for Johns Hopkins Medicine and the central development office of the Johns Hopkins University.
The Development Coordinator must possess effective relationship building and communication skills, be highly organized, have strong oral, written, editorial and analytical skills, and the ability to strategically set priorities and to re-evaluate those priorities on a regular basis to flourish in a fast-paced environment. The Development Coordinator must be a self-starter, able to manage several projects simultaneously, and have strong attention to detail. The Development Coordinator must be a cooperative and collegial individual who enjoys working with diverse populations and possess the ability to use discretion, especially when handling confidential information.
- High School Diploma or 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.
- Excellent interpersonal and oral communication skills, and demonstrated effective writing and editorial skills. 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 chairs, faculty, administrators, and professional colleagues preferred.
- 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.
- Ability to be flexible with scheduling as this position may require occasional evening or weekend hours.
School of Medicine - East Baltimore Campus