Starting Salary Range ($s): 33,634 - 46,244
Employee group (Full time/Part-time/Limited/Casual): Full time
Schedule (hours/days): M-F, 37.5
Employee subgroup (FLSA Status): non-exempt
Department name: DAR
Personnel area (School): UA
The Office of Donor and Volunteer Engagement (DVE) works across Johns Hopkins University and Johns Hopkins Medicine to ensure excellent long-term relationships are built with our top donors and leadership volunteers through creative and effective opportunities for stewardship, engagement, acknowledgement and recognition. Our goal is to create an environment where Development & Alumni Relations (DAR) colleagues work together with university leaders and senior faculty to engage and steward our top donors and leadership volunteers in meaningful ways that help increase their level of involvement with, and support for, Johns Hopkins.
We define a leadership volunteer as a trustee, trustee emeritus, advisory council member, Alumni Council officer, campaign or development committee member, member of the Hopkins Parents’ Council, reunion class agent, or other volunteer leader, who is managed by DAR. Our stewardship program is focused on mandatory stewardship of all qualifying donors at the $100,000+ lifetime giving level, and on personalizing stewardship and creating unique experiences for our very best donors ($2.5M+ lifetime giving).
The Development Coordinator reports to the Director, Donor & Volunteer Engagement and also supports the Director of Stewardship. This position is responsible for organizing a range of tasks and projects related to the smooth running of the office and delivery of specific programs. This position requires initiative, a proactive approach, and the highest standard of service excellence. The Development Coordinator serves as a front line representative to university trustees, advisory board members, donors, the President’s Office, the offices of the Vice President of DAR, Principal Gifts, Constituent Engagement, Alumni Relations, as well as senior DAR managers, faculty leaders, staff and the general public.
The Development Coordinator has knowledge of, and supports, policies and procedures relating to volunteer engagement and donor stewardship. Specific responsibilities of the Development Coordinator include:
Support to Senior Management and Office Management (50%)
- Comprehensive support to the Director, Donor & Volunteer Engagement and the Director of Stewardship (calendar management, scheduling meetings, agenda preparation, room bookings, organizing refreshments) including preparation of team meetings, retreats, training courses, etc.
- Independently research, draft, and edit correspondence (acknowledgements, reports, etc.) as needed, on a timely basis.
- Support the overall effectiveness of the DVE team by collating and distributing the annual work plan for the DVE team; creating an infographic of DVE annual accomplishments; promoting and maintaining team communication tools such as the key dates calendar and end-of-week update emails.
- Research and book travel for members of the DVE team as needed.
- Use SAP to assist the director with budget management and forecasting, and for DVE team accounting operations including cost-transfers, on-line check requests, travel reimbursements, reconciliation of MasterCard and Procurement Card.
- Coordinate and oversee purchase orders, including setting up contracts with consultants and other vendors.
- Create orientation plan and oversee onboarding of new employees: complete new employee check list, ensure office equipment and space is ready, help train new employee, etc.
- Order and maintain office supplies and equipment (computers, cell phones, printers, etc.).
- Create and maintain a comprehensive online and paper filing system for DVE documents, training materials, best practices, stewardship reports, etc.
Special projects (30%)
- VIP pledge reminders: support the Associate Director, Donor & Volunteer Engagement by using Galaxy, ALADIN, and the RM prospect database to research and prepare pledge summary letters in the Spring and Fall for our top donors, including complex mail merge, prepping and sending letters in the mail, processing of pledge payments received via check, credit card, cash wire, securities, and charitable IRA, while ensuring appropriate acknowledgement of gifts by divisions.
- Vice President’s Staff Acknowledgements: serve as coordinator of these acknowledgements and main point of contact for the VP’s office regarding weekly recipient lists. Initiate and finalize annual thank you card redesign process, liaising with VP’s office and contracted designers. Coordinate and lead process meetings with DVE, Vice President, and Development Business Services offices as needed. Work closely with the Stewardship Coordinator to resolve issues and make improvements to the acknowledgement process as needed.
- Supervision of student workers: create work and task schedules; delegate tasks; process payroll; facilitate student worker development by organizing 1:1 meetings with DVE management team, recommending professional development opportunities such as DAR courses (Intro to DVE), and participation in bi-weekly staff meetings.
- Management of gift closet inventory. Oversee purchasing transactions and arrange delivery of products.
- Preparation of complex mailing lists and donor biographies for special events (such as gala events, conferences, etc.), including researching accurate information about donors’ giving history and Hopkins involvement via ALADIN, the RM prospect database, and other sources.
- Assist DVE program managers with administration of special projects as needed.
Donor customer service (20%)
- Serve as lead coordinator for screening and assisting with approx. 200-250 donor‘customer service’ phone calls per year regarding gift receipts and inquiries, working closely with DOFFs and Development Business Services to resolve any issues in a timely manner; ensure Director is aware of any recurrent issues and calls from trustees or principal donors.
- Train administrative team members as back up coverage for donor line process and protocol. Create a donor line coverage schedule, checking in with administrative team members regularly regarding any questions or concerns.
Summarize donor call statistics yearly for Director, making note of any trends and suggesting solutions for problem areas.
Other duties as assigned, including serving as a back-up for other DVE staff as needed.
A high school diploma/GED is required, bachelor’s degree preferred. Three years of related experience is required. Additional education may substitute for required experience.
The Development Coordinator will have the ability and confidence to think independently and thrive in a fast-paced, complex, often ambiguous, environment with constantly changing priorities. The Development Coordinator will have a positive, ‘can do’ attitude, excellent organizational and interpersonal skills, ability to proactively manage multiple projects and determine priorities. Excellent written and verbal communications skills, and the ability to interact effectively with trustees, senior volunteer leaders (alumni and non-alumni), faculty leaders, and a wide-range of Development & Alumni Relations senior managers and colleagues at all levels in the organization are essential prerequisites for success in the position. The ability to work as part of a team as well as on own initiative is important, as well as being willing to take a flexible approach if needed. The ability to maintain a high degree of professionalism, confidentiality and diplomacy in the work place is essential, and to exercise independent judgment to resolve administrative problems. The Development Coordinator will have very good analytical skills with a high functioning attention to detail, and experience of developing and maintaining effective systems for information sharing, data management and filing. Strong computer skills required, with the ability to learn new software. This position requires intermediate skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and the ability to learn and use SAP, ALADIN, RM and other software. Willingness to work occasional evenings or weekends, if required, with advance notice for which overtime will be paid.