Senior Development Coordinator, School of Medicine and Robert Packard Center for ALS Research
This position requires a highly professional individual to coordinate office services and perform administrative and development activities for the Johns Hopkins University School of Medicine and Robert Packard Center for ALS Research. The Senior Development Coordinator reports directly to the Senior Director of Development, School of Medicine and helps to manage the daily operations of a multifaceted fundraising office in the School of Medicine, as well as the Robert Packard Center for ALS Research.
The Senior Development Coordinator is responsible for gift processing and acknowledgments for the School of Medicine and the Packard Center. Other duties include communication with patients, donors, prospects, alumni, leadership, department directors, faculty, administrators, professional colleagues, and Packard Center Board of Governor members, as well as assisting with donor stewardship and event planning. The individual in this position exercises independent judgment in the resolution of administrative challenges and performs under pressure with a high degree of accuracy, diplomacy, and confidentiality.
Process gifts accurately and in a timely manner for the School of Medicine and the Packard Center, utilizing the VPOS/Paywire, Merkle, and CPA systems in use by the Fund for Johns Hopkins Medicine (FJHM), Johns Hopkins University (JHU), and Development & Alumni Relations (DAR). This includes processing gifts from a 3rd party for the Packard Center’s Fiesta 5K. Work with budget administrators, DAR Business Services, the Fund for Johns Hopkins Medicine Finance and Development Operations Office, the Office of Gift Planning, and the School of Medicine and Packard Center Finance Offices to create new current use and endowment accounts, coordinate internal financial transfers, and resolve accounting discrepancies between ALADIN and SAP gift accounts.
Analyze and resolve problems, interpret policies, and demonstrate a solid knowledge of processes and protocols for gift processing. Assist the major gifts team to comply with the Johns Hopkins endowment process.
Compose and edit letters, documents, and other written materials. Design stewardship and other fundraising collateral materials, where appropriate.
Utilize ALADIN and Relationship Management to maintain the prospect/donor database, update constituent information, and track gift activity. Learn and utilize database procedures including central clearance, research requests, and gift and financial records.
Run weekly gifts and pledges report to ensure gifts are deposited into correct accounts and identify any gifts for the School of Medicine and the Packard Center received by other development offices. Prepare scheduled monthly and ad hoc reports for gift officers and faculty including fiscal year progress, mandatory stewardship, and work plan reports.
In conjunction with major gift officers, create and review donor gift and pledge agreements and track payments to support cash flow projections.
Working with Senior Director and Associate Director, forward gift agreements to appropriate authorized signers for review and approval.
Manage bi-annual institutional pledge reminders for School of Medicine and Packard Center in consultation with Senior Director, Associate Director, and Administrative Supervisor.
Represent the School of Medicine and Packard Center in the Relationship Management Liaison Group, the Coordinators Roundtable, and other institutional groups as appropriate.
Create and maintain mailing lists as needed for solicitation mailings, newsletters, and general correspondence. Proactively clean up constituent data.
Organize and assist with solicitation mailings including special mailings such as birthday/special occasion cards, annual Thanksgiving program and pertinent announcements. Document, maintain, and communicate pledges/gifts received for special campaigns and memorials to associated departments and donor families.
Assist the Associate Director of Development for the Packard Center with Packard Center Board of Governor and Answer ALS meetings, including managing schedules and preparing financial documents.
Assist the development team in the planning, implementation, and staffing of events, such as the School of Medicine Reunion, Fiesta 5K, 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.
Office Operations and Project Management:
Maintain calendar for Senior and Associate DOD’s by scheduling meetings and appointments and planning travel itineraries to ensure efficient use of time. Arrange all aspects of travel, including but not limited to airfare, hotel, car rental and scheduling meetings.
Thorough working knowledge of SAP financial system.
Order supplies, special-order materials, and equipment as needed.
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.
Process receipts in a timely fashion for reimbursement. Reconcile monthly executive credit card.
Coordinate payment process for external vendors. Properly document all charges and account for all receipts.
Work independently and manage multiple projects from inception to completion simultaneously. Determine daily priorities within the School of Medicine and Packard Center Development Offices and maintain a high level of professionalism, diplomacy, and confidentiality.
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.
Lead and facilitate communication with colleagues across FJHM, JHU, DAR, the School of Medicine and the Packard Center on collaborative projects, and coordinate facilities, meetings and events.
Handle and screen incoming telephone calls, mail, faxes, 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.
The Senior Development Coordinator must possess effective relationship building and communication skills and be highly organized, with the ability to strategically set priorities and to re-evaluate those priorities on a regular basis to flourish in a fast-paced environment. The Senior Development Coordinator must be a self-starter, able to manage several projects simultaneously, and have strong attention to detail. The Senior Development Coordinator must be a cooperative and collegial individual who enjoys working with diverse populations and who possesses the ability to use discretion, especially when handling confidential information.
High School Diploma or GED required. Bachelor’s degree preferred or relevant development or business experience is highly valued. Five years of related experience required. Additional development experience preferred.
Additional education may be substituted for years of related experience. Previous supervisory experience preferred.
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 directors, 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 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 preferred.
Ability to be flexible with scheduling as this position may require occasional evening or weekend hours.
Sense of humor appreciated.
Classified Title: Sr. Development Coordinator Working Title: Sr. Development Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003245-SOM Admin FJHM SOM Reunion Giving Personnel area: School of Medicine
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