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 modified hybrid arrangement with two days onsite and 3 days remote. 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 Assistant Director, Data Administration will lead a team of supervisory and support staff in delivering value-added, business-critical systems and services that support Development and Alumni Relations (DAR) and other institutional staff and units within the Johns Hopkins community.

Key responsibilities: 

• Serve as a leader within the Office of Advancement Services (OAS), for supervisory and support staff. Temporary and/or student assistants may also be retained for projects, peak annual cycles.
• Provide input as a product contributor for the financial components of DAR’s CRM. Perform and participate in strategic and tactical planning on behalf of individual customers and the larger DAR community, and develop supporting annual goal plans.
• Develop and present materials relative to and in support of OAS and DAR to interested parties, both internal and external to Johns Hopkins.
• Serve as resource for DAR-wide audits of cash handling and development accounting processes and identify priorities and make sound decisions by appropriately weighing investments relative to outcomes/impacts in a complex, fast-paced, high-visibility environment.
• Ensure the unit delivers the highest standard of departmental and cross-departmental teamwork and customer service. Monitor new work or project commitments, status of work in progress, and work to mediate and resolve department and interdepartmental problems encountered.
• Assign, delegate, and collaborate with peers and managers to coordinate responsibility for work deadlines, disseminate policies to staff, and ensure customer and DAR priorities are understood and met.
• Coach, guide, support, and set professional development goals through the performance management process to assist employees to reach their potential. Ensure optimal deployment of resources to achieve business goals.

Gift Administration – 55%

• Directs the receiving and accurate and timely deposit, processing, and receipting for gifts and pledges raised through the annual gift pipelines and/or major private gifts and grants, to the JH Institutions (both University and Hospital). Manages all aspects of gift accounting for the Institutions in the DAR database.
• Requires knowledge of national and institutional professional fundraising practices and principles, campaign accounting principles and guidelines, and General and Cash accounting procedures to support DAR’s and institutional goals and requirements. Ensures regulatory compliance with the charitable gift accounting policies and reporting standards as outlined by CASE, NACUBO, FASB, and the IRS. Monitors and understands the IRS regulations as they pertain to gift acceptance, processing, and receipting, and to 501(c)3 organizational operations.
• Communicates directly with donors, financial advisors/representatives, and institutional staff regarding gift transactions and the delivery of assets to the Institutions. Authorize the transfer of funds across University accounts and the transfer of funds between the University and Hospital. Informs appropriate institutional staff of asset transfers.
• Serves as liaison with internal and external parties to resolve cash receipt posting and crediting issues.

Management and Operational Support – 15%

• Advises and supports the Director of Data Administration in matters pertaining to the information needs and objectives of the University’s development and alumni relations community.
• Works with the Director to plan and finalize process area work plans. Prepares recommendations and input regarding area needs that may impact the Data Administration annual budget, and assist in tracking of expenditures for non-standard staffing or work cycles. Analyzes and makes recommendations of staffing and costs for specific work cycles and manages quality and progress to completion.
• Manages and coordinates records administration activities relating to the information processing of computerized records maintained in database.
• Attends regional and national conferences and workgroups to obtain information for subsequent in-service training.
• Conducts staff development and training sessions as needed, including preparing and presenting information on relevant business concepts and standards.
• Manages personnel responsibilities in all aspects, including but not limited to counseling, disciplining, hiring/dismissing, and training for new staff positions.

Customer Investment – 30%

• Leads and/or participates in various collectability management cycles (deletion and reconciliation of expired pledges). Assists in the validation of the development receivable balance for the Institutions and works with development staff to verify the accuracy of the information, and proposes modifications to processes.
• Leads and/or participates in the production, distribution, and/or validation of various detailed and summary gift reports, surveys, and ad hoc financial reports with internal and external partners. Validate bimonthly cash receipt, progress, and campaign reports. Produce cyclical external reports and surveys such as the VSE, 990, Section 117, etc. Regularly meet with DAR Leadership to review and provide analysis of the data.
• Serves as a resource for Johns Hopkins Institutions’ development and financial officers regarding gift accounting and reporting policies and procedures, data administration and database management. Communicates directly with development directors, major gift officers, and DAR institutional leadership, or designees in matters of policy and procedures relating to information relevant to the business of fund raising and constituency relations.
• Directly advises and consults with DAR institutional leadership, General Counsel’s office, fundraising officers, and other Development customers on issues relating to gift accounting.

• Bachelor's degree in accounting, business or related field.
• Five years progressively responsible experience, including some office and supervisory experience.

• Demonstrated understanding of fundraising reporting requirements.
• Demonstrated understanding of gift financial reporting standards and regulations.
• Demonstrated ability to work independently and solve problems quickly in a demanding environment.
• Strong knowledge of University and Hospital business structures, objectives, and operating procedures is critical.
• Experience with Salesforce CRM and proficiency creating/utilizing report tools like Tableau, SQL or Power BI.
• Leadership experience in implementing business transformation projects in a complex and decentralized environment.
• Fund management and financial reconciliation.
• Necessary strengths include:
•     Organizational, analytical, financial, and problem-solving abilities.
•     Outstanding leadership, customer service, and interpersonal skills are also required, in addition to strong verbal and writing skills.
•     Must be able to develop solid relationships with development staff, administrators, and financial officers.
•     Ability to manage multiple projects and staff simultaneously.
•     Knowledgeable in the use of various software applications, including spreadsheet, word processing, relational database, and presentation software.

Classified Title: Data Administration Manager 
Job Posting Title (Working Title): Assistant Director, Data Administration   
Role/Level/Range: ATP/04/PE  
Starting Salary Range: Minimum: $73,299 - Maximum: $128,299 (targeted salary: $95,600; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Exempt 
Location: JH at Keswick 
Department name: 10001639-Data Administration 
Personnel area: University Administration