Advancement Coordinator

Location: Southwestern Ontario

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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Advancement and Alumni Engagement

Employment Type:

Permanent Department:

Faculty of Environment
- Dean of Environment Office
- Advancement Hiring Range:$56,494.16 - $70,617.70

Posting Information:

This posting is for an existing vacancy.

Internal posting expires Friday August 7th at 11:59 PM

Job Description:

Primary Purpose The Advancement Coordinator is responsible for providing administrative and executive support to the Faculty’s fundraising and alumni relations programs.

Key Accountabilities Provides comprehensive administrative support to the Environment Advancement Office, including but not limited to the following duties:

Provides a wide range of administrative support to the Director of Advancement;

Manages the Director’s schedule; arranges meetings, including fundraising, volunteer and alumni relations calls for the Director and other Advancement team members;

Co-ordinates multiple participants’ calendars

Facilitates meetings by booking facilities and refreshments, preparing presentations, handouts and reports; produces meeting notes and attends to special requests;

Researches and prepares reports, letters, agendas, canvasser kits, briefing notes and a variety of other materials to support the Advancement team;

Runs and distributes a variety of reports using BBCRM to support the fundraising function; requests additional system data and reports as required;

Enters RE status/meeting notes as required; ensures notes are current;

Co-ordinates blast e-mails to alumni in co-ordination of the Office of Alumni Affairs;

Interacts with the Office of the President, Provost, VP Advancement and other administrators to relay information, seek advice, and engage parties in visits/events/meetings;

Maintains top prospect lists and the Advancement annual calendar of events; distributes these as necessary;

Manages Advancement’s equipment needs and orders supplies and marketing materials;

Manages Environment Advancement’s paper and electronic filing systems.

Maintains the Environment Advancement web site;

Provides advice and support to the Director on the development and management of effective administrative systems and protocols;

Works in co-operation with the Dean’s Office staff as appropriate;

Maintains current knowledge of ODAA practices and protocols and familiarity with issues in advancement more broadly.

Provides administrative support for the management of Faculty scholarships and awards including but not limited to the following:

Maintains comprehensive and current familiarity with the documentation process for award and gift agreements; as appropriate prepares preliminary documentation for award terms;

Maintains an accurate spreadsheet of Environment’s scholarships and awards;

Assists in obtaining signatures;

Ensures appropriate distribution of award agreements in keeping with ODAA policy;

Advises the Director of Advancement when renewals are due.

Supports Advancement’s finance and budgeting process, including but not limited to the following:

Assists with the unit’s annual budget preparation;

Prepares cheque requests, purchase orders, shipping orders, travel and expense claims and other paperwork as required;

Handles Advancement’s monthly account reconciliation.

Provides HR support for co-op students including but not limited to the following activities:

Assists with the recruiting and training of co-op students;

Directs co-op students on specific tasks/projects at the Director’s request.

Assists with the planning and execution of key fundraising, friend-raising and alumni events. Duties include but are not limited to the following activities:

Handles logistics, including menu planning, venue liaison, parking…