Advancement Coordinator, Science Advancement - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:
The Advancement Coordinator is responsible for providing operational coordination and support to the Faculty's development, fundraising, and alumni relations.

Under the direction of the Director of Advancement, the Advancement Coordinator is a vital member of the Science team and its success in engaging donors and volunteers to meet priorities through advancement.

The Advancement Coordinator will work in a dynamic team environment with a particular focus on donor and prospect coordination and relations; event coordination; and, Faculty and central advancement liaison.

Responsibilities:

Design and development of donor-related materials (Donor Coordination)

Develops materials for donors, prospects and alumni
Develops briefing notes and packages for the Science Development Group and other senior University Administrators such as the Dean of Science or VP Advancement who may be meeting with a prospect
Mines database (Raiser's Edge) for research to prepare meaningful reports in support of the briefing notes
Maintain and update the website/s as it relates to advancement activities and priorities
Liaise with Alumni and Annual Giving team including the call centre regarding annual giving appeals and solicitations
Drafts letters of interest, proposals, and gift agreements requesting input from internal departments/schools and coordinating until document is signed off by all parties
Manages gift acknowledgement/donor and donor recognition processes
Maintains an uptodate inventory of all scholarship files hard and electronic Distinguished Alumni and Alumni of Honor, Honorary Doctorate, and external award nominations
Researches and drafts donor relations notes, and donor related development and stewardship

reports and letters

Systems, processes, and records (Development, Donor Relation)

Proactively manage projects and systems improvements for areas such as gift renewals, procedural flow for agreements and sponsorships to maximize efficiency and maintain accurate and timely follow up
Prepares and updates database notes following contacts with donors, prospects and alumni in order to maintain central record accuracy
Arranges and attends meetings, books facilities, prepares agendas, takes minutes from strategy, donor and volunteer meetings and initiates follow up on action items
Monitors and advises on reports, action items and deadlines, including delegated actions to other development units and the Science communication teams

Event Coordination

Supports Advancement event management and works closely with Science units, alumni relations, central advancement, or other units to execute events
Examples of events include Faculty donor events, room and building naming events, geographical alumni events, donor/alumni engagement and gift based events (i.e. named lectures, invited lectures )
Takes the lead in organizing campus visits by prospects, corporate leaders and alumni in conjunction with Advancement team members and executive offices

Administrative Support

Serves as point of contact for fundraising volunteers, sets up calls and coordinates multiple participants' calendars in various locations globally
Tracks activity, responses, requests for information and reports and produces database entries and notes
Manages calendar and donor visit itineraries for members of the Advancement team, including volunteers
Manages cheque requests, purchase orders, travel and other paperwork as required
Ensures accuracy and timely input of all status/meetings notes to Raiser's Edge
Maintains top prospect lists and annual calendar of events and updates and distributes as necessary
Processes travel claim and expense forms
Assists with tracking the progress of funding (or liaise with finance officer on advancement relatedfunds)

Qualifications:

University degree or equivalent postsecondary education and/or experience required
Donor administration experience in a complex, dynamic and fastpaced environment. Experience in development, alumni, and/or science environments an asset
Independent judgment in areas of time management, task prioritization and decisionmaking
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Exceptional verbal and written communication ability
Initiative and proactive manner
Advanced experience with Microsoft Excel, including features such as databases and pivot tables
Basic experience with SharePoint and web content management software
Intermediate knowledge and experience with Raiser's Edge
Occasional travel to support events
Regular working hours, some evening/weekend work required

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is s