Working Title: Development Coordinator Role/Level/Range: ATO 40/E/02/OE Employee group: Full Time Schedule: Monday - Friday 8:30am-5:00pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003242-SOM Admin FJHM Basic Sciences Personnel area: School of Medicine
This position provides development-related administrative support to the Institute for Basic Biomedical Sciences development team. This support includes executive-level assistance to the Director of Development; gift processing, reporting, and acknowledgment; event planning and support; portfolio management, database maintenance, and special projects. The breadth of activity, number of internal and external partners, and fast pace of the office require a high level of independent thinking, attention to detail, flexibility, advanced computer skills, and excellent interpersonal communication.
Duties and Responsibilities
1. Develop and maintain a thorough understanding of constituent management, relationship management and development research policies and protocols.
2. Develop and maintain an expert knowledge of the Aladin database, as well as other development and financial systems.
3. Develop and maintain an expert knowledge of the internal financial processes for development. 4. Process, track, and acknowledge all gifts to the IBBS, Institute for Cell Engineering (ICE), and Institute of Genetic Medicine (IGM).
5. Execute departmental mailings accurately and in a timely manner. This includes, but is not limited to, the departmental gift acknowledgment process, donor communications, special appeals, and event follow-up, utilizing mail merges, personalized letters, e-mails and phone calls, as appropriate. 6. Assist with events for the IBBS/ICE/IGM team including donor visits, professorship installations, advisory council meetings, cultivation events, and alumni engagement gatherings. Events are a multifaceted responsibility that requires working with external vendors, internal partners including the IBBS/ICE/IGM Directors’ offices, Basic Sciences marketing and communications office, FJHM events team, and institutional donor relations offices, among others. The Development Coordinator must successfully manage high expectations, multiple demands, and numerous sources of feedback and respond quickly to changing details. This position is responsible for coordinating invitation mailings, tracking all activities and expenses, overseeing the execution of event logistics, and ensuring timely completion of follow-up activity by the fundraising staff. 7. Work with vendors (internal and external) to design and produce communication pieces such as invitations and holiday cards. The Development Coordinator must be able to understand and communicate the ‘brand’ clearly in these communication pieces. 8. Maintain Aladin database to track fundraising and stewardship actions. Perform research request submissions, prospect management action entries, and coordinate biographical and other updates with Development Business Services. 9. Gather background information to prepare for donor meetings, events, presentations and proposals.
1. Serve as the “face” of the IBBS/ICE/IGM development team, serving as a liaison with donors, leadership, faculty, and staff. 2. Produce reports (financial and/or fundraising) as required, utilizing Excel, Access, Word, and/or Aladin. Must use independent initiative in using computer programs in an interactive and efficient manner to ensure accuracy and efficient use of time and technology.
Schedule meetings for members of the development team and reserve conference rooms. 4. Manage a conflict-free calendar for the Director of Development including the coordination of meetings and conference calls held inside and outside the institution.
5. Research and arrange travel for members of the development team. 6. Manage travel scheduled for Director of Development and plan travel itineraries (transportation, lodging, etc.) to ensure the most efficient use of staff time. 7. Resolve issues and answer questions from internal and external constituents, providing guidance and disseminating information to large audiences. 8. Identify important goals, objectives, and issues beyond day to day operational knowledge and administrative tasks/activities. 9. Coordinate office services such as purchasing, record control, reimbursement, office equipment and phones, supplies and other administrative services. 10. Monitor the office operating budget, reconcile monthly budget transactions, and prepare year-end closing paperwork. 11. Manage internal office operations including ordering office supplies, equipment, and other special-order materials as needed. 12. Communicate effectively with academic leaders, trustees, volunteer leadership, donors, alumni, patients, guests, faculty, department chairs, and administrators. 13. Triage telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner. Exercise independent judgment in resolution of administrative problems. 14. Draft and prepare office communications for signature; proofread and edit confidential, sensitive information. 15. Maintain administrative filing system. 16. Serve as team expert in office procedures as well as computer software applications. 17. Supervise temporary staff, student workers, and interns, as needed. 18. Revise office policy and procedures with the Director of Development when necessary. 19. Demonstrate high level of proficiency with word processing and spreadsheet software such as Word, Power Point, Excel, and the Internet. 20. Manage special projects from inception to completion, coordinating with colleagues across the institution as needed. 21. Advise the fundraising staff on best way to communicate with various offices, utilizing a sophisticated level of understanding and knowledge of the University and internal relationships. 22. Perform additional duties as assigned.
Bachelor’s degree and two (2) years related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Able to work independently, manage projects and determine priorities, and maintain professionalism and confidentiality. Works well under pressure and meets deadlines; has the abilityto synthesize, analyze, and critique.Demonstrated ability to address/resolve challenging, multi-faceted problems.
Possesses excellent interpersonal skills and enjoys team work. Possesses exceptional organizational skills and ability to successfully manage multiple projects simultaneously. Possesses strong computer literacy skills and the ability to learn new software. Excellent written, editorial and verbal communication skills. Able to work in a dynamic, fast-paced environment. Able to maintain confidences and discreet, tactful behavior at all times.
JHU Equivalency Formula:
30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
Strong knowledge of Johns Hopkins Medicine, university or health system development, and/or development operations preferred.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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