Administrative Supervisor
Administrative Supervisor
Department of Neurology and Brain Sciences
Summary: Providing administrative oversight as office manager, the Administrative Supervisor will report to the Executive Director of Development, Johns Hopkins Department of Neurology. The incumbent will manage administrative activities that support Neurology's fundraising team to ensure successful prospect identification/pipeline building, fundraising strategies, data integrity, and management and gift processing procedures. Management responsibilities include supervising two Development Coordinators.
The number of sophisticated donors, the fast pace of the office, and the complexity of many prospects require a high level of independent thinking, attention to detail, flexibility, advanced computer skills, and excellent interpersonal communication. The incumbent must successfully manage high expectations, multiple demands, numerous sources of feedback and respond quickly to changing details.
Responsibilities
Fundraising, Relationship Management, and Pipeline Building:
- Serve as the lead data specialist for the Department of Neurology Development Office.
- Develop and maintain expert knowledge of Aladin database as well as a thorough understanding of constituent management, relationship management, and development research policies and protocols.
- Maintain Aladin database to track fundraising and actions. Perform research request submissions, prospect management action entries, and coordinate biographical and other updates with Development Business Services.
- Work closely with the Executive Director of Development and Department of Neurology gift officers to identify prospective donors, set goals, and develop and submit annual divisional fundraising work plans.
- Oversee pledge and cash projections, managing pledge collection process. Collaborate with the entire Development Team in order to consolidate, analyze and determine the cash and development projections for the Development team, at any given time during the fiscal year.
- Create and update personalized fundraising progress reports that detail fundraising progress, gift flow projections, faculty engagement, and work plan progress. Prepare scheduled and ad hoc reports for gift officers and faculty regarding faculty engagement, referrals and follow-up.
- Design and implement procedures for major gift prospect identification; execute prospect management and new prospect (lead) distribution with neurology gift officers.
- Work with gift officers to gather and interpret information and data in preparation for donor meetings, events, presentations, and proposals.
- Stay current with all policies and procedures involving patient data by meeting with peers, serving on committees, and reading publications.
- Use Business Intelligence, ALADIN data, and reports to develop predictive models based on known wealth and philanthropy indicators. Build and maintain balanced portfolios for major gift officers. Analyze composition of portfolios across department gift officers to ensure strength of portfolios; make recommendations for changes. Manage the assignment of newly identified prospects and track contacts.
- Lead and set agenda for regular prospect strategy meetings, provide updates on work plan progress and distribute new prospects to build pipeline.
- Serve as a member of Relationship Management Liaison Group (RMLG); participate in RM and/or research committees as appropriate. Meet on a regular basis with members of Development Research, Office of Relationship Management and the Central FJHM teams to communicate best practices and help shape policy.
Financial Liaison and Data Integrity
- Regularly review balances for accounts supporting named professorships, fellowships, and research to ensure that funds are being used appropriately.
- Manage the process of endowment creation. Prepare and submit yearly Endowment Reviews and provide gift officers with up-to-date endowment information, including current market values, income payout, and projections.
- Overall, serve as the expert for shepherding the endowment creation process for the department and work frequently with FJHM Finance and Advancement Services in order to accomplish this.
- Serve as liaison to the Department of Neurology Finance Team and provide consistent updates to said team regarding fundraising and cash totals, in the interest of comparing finances. Also provide annual financial projections to the NEUR Finance Team.
Management and Office Supervision:
- Responsible for solving problems of significance, answering questions from various constituents, providing guidance, and disseminating information to large audiences. Identify important initiatives, goals, objectives beyond day to day operational knowledge and administrative tasks/activities.
- Manage gift processing and pledge procedures and supervise the development coordinator to ensure that gift processing and acknowledgments are handled in compliance with JHU standards.
- Serve as the supervisor for two Development Coordinators whose responsibilities include acknowledgment and gift processing procedures, calendaring for the team, reimbursements, and a variety of development event logistics, including communication with vendors.
- Take on the role of Project Manager for data-specific projects and tasks and serve as the accountable leader for updates and solutions surrounding those projects.
- Oversee gift agreement process, working with appropriately authorized signers for review and approval. Independently develop and manage complex development-related administrative projects and tools.
- Serve as a liaison to the Fund for Johns Hopkins Medicine and Neurology Finance teams; provide development and finance-related administrative expertise to others in the office, particularly development and administrative coordinators.
- Serve as primary liaison to Development Research and Development Business Services.
- Communicate effectively with academic leaders, trustees, volunteer leadership, donors, patients, guests, faculty, department chairmen, and administrators.
- Triage telephone calls, mail, faxes, electronic, and voice mail in an efficient and organized manner.
- Exercise independent judgment in the resolution of administrative problems. Demonstrate a high level of proficiency with word processing and spreadsheet software such as Word, PowerPoint, Excel, and the Internet.
- 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 insure accuracy and efficient use of time and technology.
- Advise the development staff on the best way to communicate with various offices, utilizing a sophisticated level of understanding and knowledge of the University and internal relationships.
- Perform additional duties as assigned.
Minimum Qualifications
- High School Diploma or graduation equivalent
- Five years progressively responsible administrative experience
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
Preferred Qualifications
- Bachelor's degree preferred.
- Able to work independently, manage projects and determine priorities, and maintain a degree of professionalism and confidentiality.
- Possesses excellent interpersonal skills and enjoys teamwork.
- Possesses exceptional organizational skills and the ability to successfully manage multiple projects simultaneously.
- Possesses strong computer literacy skills (required) and the ability to learn new software.
- Excellent writing, editorial, and verbal communication skills.
- Able to work in a dynamic, fast-paced environment.
- Strong knowledge of Johns Hopkins Medicine and/or development operations preferred.
Additional Requirements:
- Must be able to lift up to 50lbs as needed
- Must be able to sit for extended periods of time
- Must be able to stand for one to three hours for events
- Must be able to walk stairs
In order for Development and Alumni Relations to achieve excellence and an inclusive work environment, while advancing Johns Hopkins' fundraising and alumni relations, we must value, respect, welcome, and recognize each individual's uniqueness.
Classified Title: Administrative Supervisor Working Title: Administrative Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Employee group: Full Time Schedule: Monday-Friday 8:30 am - 5:00 pm Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003230-SOM Admin FJHM Neurology and Brain Scien Personnel area: School of Medicine
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: 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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Accommodation Information
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 jhurecruitment@jhu.edu. 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-Administrative-Supervisor-MD-21205/940939200/
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