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Posted: 20-Apr-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 108778-en_US
Development and Alumni Relations (DAR) supports Johns Hopkins' focus on research, teaching, and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.
This position requires a highly professional individual to coordinate office services and perform administrative and development activities for the Russell H. Morgan Department of Radiology and Radiological Science and the Department of Dermatology. The Development Coordinator reports directly to the Assistant Director of Development and helps to manage the daily operations of a multifaceted fundraising office. The Development Coordinator supports the Director of Development and the Assistant Director of Development focused on the mission of private sector fundraising for research, patient care, and educational needs for the Russell H. Morgan Department of Radiology and Radiological Science and the Department of Dermatology. The duties include communication with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, and professional colleagues; processing gifts and writing acknowledgment 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.
Responsibilities
Office Operations:
- Work independently and manage multiple projects simultaneously. Determine priorities within the Departments of Radiology and Dermatology development program and maintain a high level of professionalism, diplomacy, and confidentiality.
- Handle the day-to-day operations of the office.
- Manage special projects from inception to completion and make recommendations to the Director and Assistant Director regarding the best courses of action based on desired outcomes and expectations.
- Build and maintain professional relationships and effectively communicate with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, 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, prepare presentations, and ensure an efficient office operation.
- Monitor the office budget, including the monthly reconciliation of budget transactions, and year-end closing paperwork. Have knowledge of HopkinOne SAP system to complete travel and expense reports, invoices, and check requisitions.
- Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
- Manage internal operations including ordering office supplies, other special-order materials, and equipment as needed. Maintain an organized filing system.
- Coordinate travel for the Director and the Assistant Director of Development including hotel and flight reservations, and any logistics that accompany the reason for travel. Prepare itineraries and other documents needed for travel.
- Manage a conflict-free calendar of meetings and appointments for the Director of Development and the Assistant Director of Development including those held both internally and externally.
- Coordinate patient referrals for donors and VIPs.
- Serve as a resource for the office and other employees throughout the Fund for Johns Hopkins Medicine by providing training and sharing knowledge.
- Perform additional duties as assigned by the Director and Assistant Director.
Development/Fundraising:
- Process gifts for the Departments of Radiology and Dermatology utilizing the VPOS/Paywire and CPA systems in use by the Fund for Johns Hopkins Medicine and Johns Hopkins University Development and Alumni Relations. Ensure compliance with procedures and best practices including the accurate and timely processing of gifts. Work with budget administrators, Development and Alumni Relations Business Services, and the Fund for Johns Hopkins Medicine Finance and Development Operations office to create new current use accounts, coordinate internal financial transfers, and resolve accounting discrepancies between JHAS and SAP gift accounts.
- Analyze and resolve problems, interpret policies, and demonstrate solid knowledge of processes and protocols for gift processing. Serve as back-up to the Assistant Director for the endowment process.
- Draft thank you letters for department directors and faculty members so they can promptly acknowledge donors. Compose and edit letters, documents, proposals, stewardship pieces, briefings, scripts, and marketing, event and fundraising collateral materials
- Utilize JHAS database to maintain prospect/donor records, update constituent information, and track gift activity. Learn database procedures including central clearance, research requests, and gift and financial records. Produce various database reports.
- Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and identify any gifts for the Departments of Radiology and Dermatology received by other development offices. Produced scheduled monthly and ad hoc reports for Director and Assistant Director including fiscal year progress, mandatory stewardship, and work plan reports.
- In conjunction with Director and Assistant Director, create and review donor gift and pledge agreements and track payments to support cash flow projections. Forward gift agreements to appropriate authorized signers for review and approval.
- Manage bi-annual institutional pledge reminders for the Departments of Radiology and Dermatology in consultation with Director and Assistant Director.
- Represent the Departments of Radiology and Dermatology 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 Departments and to donor families.
- Assist the Director and Assistant Director in the planning, implementation, and staffing of events, such as professorship dedications, portrait unveilings, endowed lectureships, ceremonies, and other events. Develop and maintain invitation lists, coordinate mailings, and manage event responses.
- May serve as the first point of contact with donors who wish to initiate tribute and memorial gifts, provide information for obituaries, and work directly with family members and honorees to notify them of gifts received.
- Develop a comprehensive understanding of all procedures of the Fund for Johns Hopkins Medicine, and the central development office of the Johns Hopkins University.
- Participate in 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 have 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.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years related administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- 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 the 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 is preferred.
- Ability to be flexible with scheduling as this position may require occasional evening or weekend hours.
All applicants are expected to uphold the university's core values which include diversity and inclusion. All staff treats people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.
Classified Title: Development Coordinator
Working Title: Development Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: Minimum: $17.95 - Midpoint: $25.30 - Maximum: $32.60
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: School of Medicine - East Baltimore Campus
Department name: 10003224-SOM Admin FJHM Dept Programs
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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