Sr. Development Coordinator
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.
Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3 days per week. The manager will confirm the team's core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.
The Senior Development Coordinator for Otolaryngology-Head and Neck Surgery (OTO) is an important member of the team, providing portfolio management, project management, coordination of stewardship, planning and implementation of OTO events and administrative support for the director of development (DOD). This position requires the incumbent to exercise discretion and mature independent judgment in dealing with high-level donors and in handling sensitive and confidential information.
The incumbent is responsible for:
SPECIFIC DUTIES AND RESPONSIBILITIES
- Assisting the DOD in communicating with donors, faculty, administrators, and staff;
- Managing logistics for 11 events annually;
- Administering the director of development's calendar
- Managing multi-faceted data systems and tracking the OTO development office's budget;
- Facilitating appointments and visits for donors and special friends;
- Coordinating OTO stewardship and annual giving activities;
- Processing all OTO gifts, writing all acknowledgements, and tracking gifts and proposals in database;
- Calling unassigned donors of $500-$999 to thank and qualify for DOD;
- Assisting in the planning and implementation of special projects as assigned by DOD;
- Be available to provide onboarding/mentoring assistance to new Development Coordinators throughout the Fund for Hopkins Medicine;
- Design and produce development and OTO invitations, posters, and other communications material.
Annual Fund and Stewardship Coordination
- Work with DOD, donors, and faculty to strategize event vision and plan.
- Create and produce communications material, facilitate mailing, and maintain response lists.
- Build volunteer plan, when necessary, and execute on event day.
- Directly communicate with all in-house and external vendors, facilitate all payments, and organize materials.
- Generate and maintain a calendar of events, adhering to deadlines.
- Staff events when possible.
- Draft and collaborate with DOD and faculty to create stewardship materials within the fiscal year to meet mandatory requirements.
- Acquire and update stewardship, professorship, and annual fund information in order to successfully input data into JHAS, and complete specific tasks as assigned.
- Make 30-40 donor thank you calls of a targeted gift amount, between $500 - $999, to thank and qualify donors.
- Compile a list of donors into a “prospect pool”.
- Spearhead the process for annual fund mailings and stewardship to meet deadlines.
Project Management and Administrative
- Develop and maintain comprehensive knowledge of JHAS, particularly the Relationship Management (RM) module; utilize and track multiple fund-raising projects and donors/prospects in the system. Develop expert knowledge in new modules as they are introduced.
- Maintain thorough understanding of central clearance, development research and gift processing/acknowledgement protocols.
- Produce a variety of reports using JHAS and EXCEL, as appropriate.
- Create mailing lists as needed for departmental mailings including invitations, newsletters and general correspondence.
- Serve as a mentor/on-boarding trainer for new development coordinators. Work with the DOD to promote your expertise/availability to other DODs.
- Communicate effectively with donors, alumni, patients, guests, department director, faculty, administrators and professional colleagues over the telephone and in person.
- Work independently, manage multiple projects simultaneously, determine priorities, and maintain a high degree of professionalism and confidentiality.
- Maintain professional relations with the department director and faculty, FJHM staff and university staff, including the handling and screening of incoming calls, electronic communications and voice mail in an efficient and organized manner.
- Work with all OTO faculty/staff on department print communications material as requested, to support the entire department.
- Utilize computer networks and programs, specifically Windows applications such as Word, Excel, Power Point, Adobe etc., to prepare presentations and reports, and manage an efficient office operation.
- Coordinate patient referrals for major donors and VIPs.
- Draft correspondence and documents for DOD; edit all written and printed materials.
- Work with DOD and faculty to create one-pagers for development's use, and for donors and new prospects.
- Manage the DOD's calendar of meetings and appointments.
- Monitor office budget including monthly reconciliation as requested; complete reimbursements for DOD.
- Manage internal office operations including office supplies/equipment, other materials as needed.
- Request checks appropriately for payment to vendors and ensure timely payment is received.
- Work with both division administrative managers to reconcile gifts and gift accounts to ensure correct allocation of funds; work collectively to ensure correct transfer of any funds in the SAP system to match JHAS.
- Process all gifts for OTO.
- Draft, produce, and send all acknowledgment letters and inform physicians when donations come in their honor.
- High School Diploma or graduation equivalent
- Five years related administrative experience, with one year experience in a Development office preferred
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
- Ability to work independently, manage and prioritize multiple projects, and to maintain a high degree of professionalism and confidentiality.
- Strong interpersonal skills and ability to work as part of a team.
- Strong organizational skills and ability to manage more than one project simultaneously.
- Strong computer literacy skills required and the ability to learn new software.
- Excellent writing, design, editorial and verbal communication skills.
- Ability to work in a dynamic, fast-paced environment.
- Knowledge of Johns Hopkins Medicine and/or development operations highly desirable.
The individual in this position will possess these characteristics:
- Exercise independent judgment
- Demonstrate strong interpersonal, verbal, and written communication skills
- Handle numbers and fiscal analysis for reporting purposes
- Prioritize competing projects and deadlines
- Anticipate needs; analyze and implement solutions to solve “customer satisfaction” problems
- Work in a highly organized fashion, demonstrating attention to details
- Demonstrate initiative and a cooperative work ethic within a professional team
- Uses a high degree of tact and diplomacy in working with others
All applicants are expected to uphold the university's core values which includes diversity and inclusion. All staff treat 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: Sr. Development Coordinator
Working Title: Sr. Development Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum $20.40 - Midpoint: $28.00 - Maximum: $35.70
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: School of Medicine - East Baltimore Campus
Department name: 10003222-SOM Admin FJHM Oto Head and Neck Surgery
Personnel area: School of Medicine
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
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 firstname.lastname@example.org. 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Baltimore-Sr_-Development-Coordinator-MD-21287/1035713700/
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