Donor Relations Coordinator

Maryland, United States
$32,974.56 - $45,327.84
27 Sep 2018
End of advertisement period
27 Nov 2018
Contract Type
Full Time

Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $32,974.56 - $45,327.84
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Employee subgroup: Salaried Non-exmt 
Location: 01-MD:Homewood Campus 
Department name: 10001349-Development 
Personnel area: School of Arts & Sciences

General Description: 

The Donor Relations Coordinator position coordinates cultivation, stewardship and acknowledgement processes within the Krieger School’s Development Office. Reporting to the Assistant Director of Donor Relations, the development coordinator works proactively to facilitate effective stewardship activities for individual donors and prospects, groups of prospects and donors, and other constituencies as necessary.

Primary Duties and Responsibilities

Stewardship (40%)

  • Works closely with the Assistant Director to ensure that all mandatory stewardship plans for the year are completed by the June 30 deadline.
  • Prepares monthly reports from ALADIN on the status of stewardship efforts in the office to help coordinate completion of the required actions.
  • Maintains the annual stewardship calendar.
  • Proactively completes tasks, pursues deadlines and prompts Assistant Director when various actions are due.
  • Understands the histories of mandatory stewardship donors in order to participate in stewarding each individual.
  • Is familiar with the cases assigned to each gift officer and sensitive to the type of stewardship activity appropriate for each donor, including cases for the office of volunteer and donor engagement, regional, planned and annual giving gift officers. Is especially familiar with the Krieger School dormant and permanent cases.
  • Drafts stewardship letters and other correspondence for dormant and permanent mandatory stewardship cases and maintains data entry for such.
  • Manages a portfolio of 20-30 dormant and permanent mandatory stewardship cases providing annual correspondence on the impact of their funds.
  • Helps to execute the annual process of stewardship for all donors with named scholarships and fellowships in the Krieger School.
  • Manages the process of providing written communication about the scholarship/fellowship to each recipient.
  • Coordinates letters/CVs/updates from scholarship and fellowship recipients to donors each year, communicating with the Homewood Schools and KSAS Business Offices, Office of Student Financial Services, and Directors of Graduate Study as necessary. Provides assistance in writing letters to the donors about the students.
  • Ensures that student recipients are properly recorded in the Access database.
  • Works collaboratively with the Whiting School of Engineering as well as event staff to host an annual Scholarship Luncheon for all scholarship donors and recipients.
  • Continuously gathers and archives facts and anecdotes specific to the School/department to be used in annual impact letters and to augment other frequent communication with individual donors.
  • Follows the Today’s Announcements, Facebook newsfeed, and other online communication to maintain a knowledge of various news stories and activities at the School to share with donors and prospects.
  • Works on special projects determined by the Assistant Director, such as VIP stewardship pieces, annual fund stewardship, KSAS Hopkins Fund stewardship and others.
  • Performs mail merge projects from standard letters and correspondence and assist with stewardship mailings, in particular, the scholarship mailing and mandatory stewardship letters.

Acknowledgements (30%)

  • Creates weekly log of gifts to be acknowledged and monitor progress of letter completion at least once per week.
  • Drafts personalized acknowledgement letters to donors, using appropriate templates as guides, for the president, dean and associate dean’s signature.
  • Serves as liaison with all divisional development offices on gift acknowledgements.
  • Serves as liaison with the office of volunteer and donor engagement to ensure that all presidential acknowledgements are drafted according to the proper guidelines.
  • Coordinates regular updates to template letters.
  • Reviews the status of acknowledgement letters with the Assistant Director of Donor Relations.

Administration (30%)

  • Manages and maintains information in the Access Endowment Database, including new endowment information, recipient and donor information, annual recipient updates, and other information as necessary.
  • Coordinates and prepares materials for internal and external meetings including scheduling, agenda, logistics, and disbursement of pertinent information to attendees.
  • Proactively manages tasks and priorities for the Assistant Director to properly prepare for upcoming meetings and events.
  • Researches information on donors and alumni to responds to requests from other development offices, and find information from campus to share with alumni based on their individual requests.
  • Functions as a part of the administrative team as needed for large group projects, campus runs, filing, telephone coverage, and other assignments.
  • Provides assistance at special events as needed.
  • Provides administrative support to the Assistant Director as needed.
  • Other duties as assigned.


High School Diploma/GED required. Bachelor’s degree preferred. Three years administrative/office experience required.

Additional education may be substituted for years of experience based on JHU's equivalency formula (30 undergraduate degree credits/semester hours or 18 graduate degree credits may substitute for one year of experience).

Special skills and knowledge:

  • Candidate must be proactive and effective when working independently and as part of a team.
  • Must be capable of maintaining a high degree of professionalism and confidentiality at all times.
  • Must adapt to and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment.
  • Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously.
  • Strong interpersonal and written communication skills required, and must be able to create original correspondence, such as letters, memos, reports, etc.
  • Strong problem solving and multi-tasking skills are required.
  • Must perform well under pressure and within time constraints.
  • Must be able to be punctual and maintain a consistent work schedule.
  • Must be service oriented, discrete, and behave ethically at all times.

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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