Reporting directly to the Associate Dean for External Relations, this position manages administrative functions for the Development and Alumni Relations team in the Office of External Relations. In addition, this position will support major and annual giving with gift processing, stewardship touchpoints, and special events. The development coordinator will apply skills and knowledge to support a broad array of critical projects and tasks.
Specific duties & responsibilities:
- Operation and Administrative Support
- Supports staff with calendar management and scheduling internal and external meetings.
- Coordinates national and international travel and creates detailed itineraries for associate dean and gift officers.
- Develops prospect visit briefings for the dean and associate dean, and gift officers.
- Updates donor database with action reports, donor and alumni data, and notes to ensure the most current and accurate information is available. Communicates critical updates about key volunteers and donors with team.
- Supports expense reimbursement for team and liaises with the finance department to ensure timely expense reporting.
- Coordinates office services such as purchasing and support for office equipment and phones, supplies and other administrative services.
- Fundraising Support and Reporting
- Gift Processing:
- Oversee gift processing in an accurate and timely manner to ensure gifts are recorded in both SAP and ALADIN in accordance with DAR guidelines.
- Oversee gift transaction and supporting documentation process through CPA, including:
- Process outright gifts and pledge payments (cash or check)
- Set up pledge and payment schedules
- Create sub-accounts based on gift utilization
- Add gift and endowment accounts in ALADIN
- Liaise with Development Business Services and the Office of Gift Planning to allocate gifts made with appreciated securities and wire transfers.
- Gift Agreements:
- Create and track gift agreements used to document major gifts
- Standardize all gift agreement documents through the use of regularly updated templates to reduce errors.
- Serve as communication liaison between gift officers, donors and Peabody and central DAR partners throughout gift agreement process.
- Pledge Reminders:
- Support the fulfillment of gift commitments through a careful and thorough semiannual pledge reminder process
- Prepare and send, or staff gift officers to send pledge reminders as appropriate for all open pledge commitments at $10,000 or more to the Peabody Institute
- Refine system to track and update all open pledges of $10,000 or more to the Peabody Institute
- Supports the gift acknowledgment process to ensure donors receive timely communications from the dean, gift officers, and academic partners for gifts and pledge payments, gifts-in-kind, and planned gifts.
- Donor Relations Support
- Provides support for development and alumni relations events, which may include preparing invitations, tracking RSVPs, creating nametags, procuring event parking, supporting event set up and clean up.
- Generates mailing lists and labels to support donor relations touchpoints and special events.
Minimum qualifications (mandatory):
- High School Diploma/GED required.
- Three years of professional related experience required.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Must be proficient in using various software applications, especially Microsoft Excel (ability to manipulate data into user-friendly documents).
- Must demonstrate the ability to multi-task and function in a fast-paced environment.
- Proven organizational skills and attention to detail are required.
- Able to establish and maintain good relations, be responsive, and communicate and work effectively with alumni, donors, faculty, volunteers, guests, and colleagues.
- Requires sensitivity to the interrelationship of both people and functions within the department
- Bachelor’s degree
- Experience using a constituent management database (ALADIN and Relationship Management Database System (RMS))
- Experience working in higher education
- Interest in music and the arts
Technical qualifications or specialized certifications: N/A
Any specific physical requirements for the job: N/A
Supervisory responsibility (indicate the number and type of persons supervised by incumbent): None Budget authority (indicate dollar amount of budget managed and type/level of authority): None
Classified Title: Development Coordinator
Working Title: Development Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: 07-MD:Peabody Institute
Department name: 10001008-Development
Personnel area: Peabody
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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