Working title (if applicable): Sr. Development Coordinator
Role/Level/Range: ATO – Level 3 – Range OF
Starting Salary Range ($s): $40,019 - $55,058 - $70,075
Employee group (Full time/Part-time/Limited/Casual): Full-Time
Schedule (hours/days): 8:30 am – 5:00 pm; Monday - Friday
Employee subgroup (FLSA Status): Non-Exempt
Department name: Department of Medicine
Personnel area (School): UN02
This position is responsible for executive level assistance to the Senior Director of Development in the Department of Medicine. This position also serves as the assistant of the Senior Associate Directors of Development (2 positions) in the Department of Medicine. Duties include communication with patients, donors, trustees, prospects, physicians, division chiefs, development staff, and hospital and university leadership; assisting Department of Medicine leadership in managing the operations of multifaceted fund-raising and development offices; maintaining multiple database systems; researching and analyzing data to develop reports as requested; interfacing with other hospital, university, and school of medicine offices on behalf of the Senior Director of Development; providing significant written and oral communication to various internal and external constituents on behalf of the Senior Director of Development; and creating project and presentation materials.
This position is responsible for managing project communications, tasks, timelines, resources, and administrative matters for the Fund for Johns Hopkins Medicine (FJHM). He/She will exercise independent judgment and assume full responsibility for special projects that pertain to FJHM and the Department of Medicine. He/She will resolve issues and provide support to the FJHM Senior Management team. This position will interact with JHM Division Chiefs and their assistants. This person must perform well under pressure with a high degree of accuracy and diplomacy.
Effectively communicate with high-level donors, alumni, patients, guests, faculty, division chiefs, development staff, administrators and professional colleagues over the telephone, in writing, and in person.
Work independently, manage projects, and determine priorities. Maintain a high degree of professionalism and confidentiality. Discretion is a hallmark of this position.
Maintain professional relationships with all members of the development, administrative and leadership staff, the JH School of Medicine department chairs and division chiefs, physicians, FJHM staff and university staff, including handling and screening incoming telephone calls, mail, electronic mail and voicemail in an efficient and organized manner.
Maintain significant knowledge of information technology to provide presentation materials and a high volume of written and electronic correspondence and to maintain efficient office operations.
Maintain a conflict-free calendar of meetings and appointments and plan travel itineraries, ensuring efficient use of time for the Senior Director of Development. Arrange all aspects of travel, including but not limited to airfare, hotel, car rental and scheduled meetings for the Senior Director of Development and staff.
Establish and maintain organized paper and electronic filing systems according to office procedures to ensure the expeditious retrieval of information.
Lead and facilitate communication with remote liaisons (FJHM) on collaborative projects, and coordinate facilities, meetings and events.
Manage budgets and resources, support fundraising and administrative activities and act as a liaison to DAR and FJHM leadership, and staff and various other internal and external constituents, including donors, prospects, and people of significant wealth.
Utilize Word and Excel for management and production of heavy incoming and outgoing paper flow. Utilize PowerPoint to prepare presentations.
Compose letters and documents and edit all written materials.
Provide direct supervision of Development Coordinator/Administrative Coordinator.
Oversee the gift processing process of the Department of Medicine Development office.
Analyze and resolve problems, interprets policies and demonstrates solid knowledge of processes and protocols for gift processing and endowment process.
Process gifts for the department during staff vacancies, absences and times of high volume.
Budget and Financial:
Thorough working knowledge of SAP financial system.
Monitor and reconcile on a monthly basis the office budgets for the Department of Medicine Development office.
Order supplies, special-order materials, and equipment as needed.
Process receipts for Senior Director of Development, Senior Associate Directors and Associate Director of Development in a timely fashion for reimbursement. Reconcile monthly executive credit card and administrative purchasing card (issued in own name).
Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
Maintain expert knowledge of ALADIN and Relationship Management, including a thorough understanding of central clearance and development research protocols. Maintain prospect/donor portfolios for Senior Director of Development and staff in ALADIN/RM to track multiple fund-raising projects and daily actions. Enter all prospect-related actions and backup (calls, letters, visits, etc.) in ALADIN and WebX.
Maintain Senior Director of Development's RM prospect portfolio, enter donor visits, faculty tracking visits, proposals, request clearance when appropriate. Track department's Work Plan goals to ensure information is accurate.
Produce a variety of reports using ALADIN and RM, or Excel/Access in cases where ALADIN/RM are not appropriate. These reports may be by department, physician, giving interest, geography, donor/non-donor or other criteria as needed.
Act as a liaison and facilitator between Senior Director of Development and all other DAR professional staff, leadership and various other internal and external constituents, including donors, VIP patients and referrals and prospects.
Oversee and manage solicitation mailings. Maintain campaign pledge/gift reports. Track and prepare pledge reminder letters to donors as needed.
Utilize computer resources to research information for designing prospect and donor profiles.
Plan and implement special events such as professorship dedications, donor lunches, donor dinners, and assist with the Osler Housestaff Biennial dinner as required.
Oversee creation of invitations with administrative coordinator/development coordinator; developing and maintaining invitation lists; coordinating mailings; managing RSVPs; staffing events; selecting suitable event space both on and off campus; and interfacing with vendors including caterers, photographers, security, facilities, audio visual, florists and printers.
Schedule leadership to attend events; write and submit briefings to leadership; create order of events and ensure that the program flows according to schedule.
Interface with donors and professorship recipients to obtain appropriate information for professorship program, and for submission to their web site. Interact with guests to meet any special needs to ensure event runs seamlessly.
This position will be fully cross-trained with the Development Coordinator/Administrative Coordinator position for the Department of Medicine to fill in during absences and provide support during times of high volume.
Perform additional duties as assigned by the Senior Director of Development.
Background and Experience
High school diploma with at five years of related experience required in support of academic, business, political, research and/or development activities and operations, providing high-level administrative oversight, coordination, and advice. Two years of college or commensurate work experience preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Strong interpersonal skills and ability to work as part of a team or independently. Ability to manage projects and determine priorities. High degree of professionalism and confidentiality. Strong organizational and multitasking skills required. Strong computer literacy skills required, including word processing and database management. Thorough knowledge of Windows, Word, Excel and PowerPoint. Ability to learn new software. Excellent writing, editing and verbal communication skills. Ability to work in a dynamic, fast-paced environment. Knowledge of Johns Hopkins Medicine and/or development operations highly desirable.
Works well under pressure and meets deadlines, has the ability to synthesize, analyze, critique. This position requires a self-starter who is both creative and imaginative, with excellent organizational skills. In addition, the following qualities are a must: excellent oral and written communications skills. Demonstrated ability to address/resolve difficult multi-faceted problems. Ability to work independently with authority and minimal supervision. Ability to maintain confidences and discreet, tactful behavior at all times. Ability to develop and maintain sound professional relationships among superiors, subordinates and peers.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.