Advancement Coordinator

Job Description

Reporting to the Manager, Advancement Operations, the Advancement Coordinator provides a full range of administrative and project support to the Engineering Advancement team. The Advancement Coordinator is considered a key central resource to the leadership team and the Faculty of Engineering for matters regarding communications, alumni, individual, corporate and foundation partnerships/philanthropy, and is responsible for ensuring data integrity and reporting for Engineering Advancement.

• Provides high-level administrative support for the department, ensuring that tasks are completed in a timely manner.

• Works with the Manager, Advancement Operations to communicate and triage administrative priorities to the Director, including an analysis and assessment of how priorities are established, and what follow up actions are required.

• Coordination and execution of the Director, Advancement’s travel itinerary for bookings, calendar arrangements, event venue research and bookings, and ensuring that necessary preparations and materials are in place according to the needs of the event in an appropriate timeline.

• Coordinates travel arrangements, parking, itineraries, and expenses for Engineering Advancement visitors and alumni.

• Assist in the development of departmental processes, recommending changes to operational procedures to improve efficiency and supports the Manager, Advancement Operations with identified continuous improvement projects.

• Responsible for the creation and maintenance of standard operation procedures documentation of the Advancement Coordinator role.

• Coordinates & edits scholarship and sponsorship agreements and ensures the necessary approvals are obtained, in consultation with other units, as needed. Liaises with Student Awards & Financial Aid (SAFA) on technical questions related to scholarship agreements.

• Responsible for records retention of all Engineering Advancement gift agreements, MOU’s, and proposals.

• Works with the advancement team and/or Faculty Events Manager to provide logistical support and coordination for the department’s special events, alumni visitors, and working closely with other departments on campus.

• Orders and manages all online requestions to WStore, WPrint and Creative Services for Engineering Advancement promotional materials and branding documents and department supplies.

• Responsible for ordering office supplies and catering requests on behalf of the team.

• Responsible for reconciling monthly purchasing card expenses and ensuring appropriate accounts and work orders are used, working with finance for invoices processing, while following appropriate Faculty of Engineering procedures, and university policies.

• Develops briefing notes and packages for the Engineering Advancement Team and other senior University Administrators such as the Dean of Engineering Eng or VP Advancement who may be meeting with a prospect.

• Mines database (Wat Up, Raiser’s Edge) for research to prepare meaningful reports in support of the briefing notes.

• Prepares meeting agenda, room bookings and takes meeting minutes for the Engineering Advancement Team.

• Acts as the primary contact for the Directors, and Engineering Advancement team, establishing and managing priorities for inquiries and redirecting/forwarding when appropriate. Ensures that departmental values are upheld, and that information being provided is consistent and accurate.

• Assists the Manager, Advancement Operations with the recruitment and onboarding/offboarding of co‑op students each term.

• Work with the Donor Relations Officer to support the development and implementation of the first‑class donor relations program to complement the objectives of the overall fundraising goals of the Faculty; keeping up to date Donor Wall database.

• Provides superior customer service to internal and external stakeholders.

• Oversight and data entry for multiple databases, collaborating with other stakeholders to ensure the accuracy and integrity of all records in accordance with University records management and retention policies, and legislative requirements if needed.

• Supports updates of faculty…