Alumni Affairs and Advancement Coordinator - Toronto, Canada - Victoria University

Victoria University

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

JOB OPPORTUNITY
Alumni Affairs & Advancement Opportunity - Union (USW Local 1998)

Posting Date:
July 4, 2023

Closing Date:
July 14, 2023

Position Title:
Alumni Affairs & Advancement Coordinator

Department:
Alumni Affairs & Advancement

Appointment Type:
Continuing/Permanent

Classification:
USW Pay Band 9

Salary:
$57,103 with an annual step progression to a maximum of $73,024

Schedule:
Full-time, Monday to Friday

Position Summary

We are looking for a fantastic Coordinator to join the Alumni Affairs & Advancement team

Reporting to the Director of Philanthropy, Alumni Affairs & Advancement, the Alumni Affairs & Advancement Coordinator provides superior administrative support for program activities and events for AA&A

The work entails:

careful tracking and reporting on alumni and donors participating in a range of activities; conceptualizing, organizing, and executing event activities as per the department's business plan; analysing administrative processes and procedures and recommending changes for improvement; and holding primary responsibility for updating confidential records and other related data for the department.

Responsibilities:

The Alumni Affairs & Advancement Coordinator will also be responsible for independently managing the day-to-day aspects of the departmental budget including: monitoring expense accounts for projects and programs; providing executive support to the department's Executive Director and Director; determining the logístical details required for donor mailings and campaigns; minutes and note taking for meetings; updating the department's pages on the website using its CMS tool and iModules; processing financial transactions, donations, and tax receipts, as required; preparing financial and other reports as required; and other duties, as assigned.

Data Entry and Management

Inputting and pulling confidential data on alumni prospects and donors.
Inputting information on events, activities, and plans.
Processing credit card donations.
Tracking and monitoring alumni engagement, donor cultivation and other events, and creating relevant reports.
Updating donor and alumni records (milestones, obits), etc.
Generating financial reports and creating and updating mailing and invitation lists.
Verifying that donor and alumni data is entered correctly in the database.
Crosstrained to support the Donations and Database Coordinator.

Administration:

Analysing administrative processes and procedures on an ongoing basis and recommending changes for improvement.
Acting as the central contact for all daytoday aspects of the department
Providing support for the Executive Director and Director of Philanthropy
Providing admin support to the Senior Development Officer for leadership annual giving campaigns (i.e., supporting the logístical details required for donor mailing campaigns).
Ensuring the production and preparation of financial reports and alumni lists and reports
Maintaining a record of inventory.
Ensuring office equipment is in working order and coordinating any required equipment maintenance.
Maintaining the departmental filing system.
Obtaining quotations and purchase orders, monitoring and ordering office equipment and supplies.

Alumni and Donor Cultivation Events

Working with the Alumni Affairs Officer and Mentorship Coordinator & Alumni Liaison in delivering superior events for alumni/ae. Assists in ensuring a seamless execution of alumni/ae events, including setup and tear down.
Assists in organizing and executing donor cultivation events, in keeping with the business plan.
Creating event invitation lists.
Creating registration forms (iModules).
Tracking and reporting on event RSVPs.
Creating attendance lists, name tags and other relevant registration materials.
Ensuring that all event billing and invoices are submitted to Finance and Payroll Services in a timely manner.

Education
Post-secondary degree or equivalent combination of education and experience.
Experience
A minimum of 3 years related administrative experience in a university or non-profit environment is strongly preferred. Experience fostering relationships with a variety of stakeholders. Experience with coordinating events as well as the development, tracking and reporting on relevant metrics. Experience working with volunteers is an asset.

Skills:

Excellent oral and written communications skills, problemsolving and interpersonal skills.
Good technical skills, preferably with a working knowledge of various software products including Microsoft Office, iModules, Blackbaud CRM.
Good organizational ability and basic bookkeeping skills. The ability to work both independently and as part of a team.
A service orientation with sensitivity to levels of expectation from colleagues and external sources is essential.
An eagerness to engage in professional development aimed at increasing technical and soft