Term: 19 Months
The Advancement Coordinator is responsible for providing administrative and executive assistance in support of the Faculty’s Advancement program. The Advancement Coordinator provides administrative support for the Director of Advancement and the Advancement Team in several key areas, including: the Faculty of Health scholarship program; the Dean’s Advisory Council (DAC), event planning and logistics and donor relations. The Advancement Coordinator is a member of the Dean’s Office team.
Scholarship program, including but not limited to:
Maintains an up-to-date inventory of all scholarship files – hard and electronic
Drafts agreements for new scholarships for review by the Director of Advancement
Liaises with SAFA on technical questions related to scholarship agreements
Monitors stewardship plans for each scholarship and advises Director on renewal deadlines and reporting requirements
Reviews endowment reports for accuracy and ensures reports are mailed as appropriate
Dean’s Advisory Council and other advisory groups, including but not limited to:
Makes arrangements for DAC meetings
Maintains an up to date contact list for DAC members
Prepares and distributes agenda and supporting materials as needed
Liaises with DAC members’ administrative assistants in coordinating dates and meeting arrangements
Administrative support for Advancement team, including but not limited to:
Manages calendar for Director
Arranges meetings as needed between Director, donors, prospects and volunteers
Tracks attendance, including sick and vacation days
Prepares cheque requests, purchase orders, shipping orders, travel & expense claims and other paperwork as required
Proofreads all external communications prior to forwarding to the Director for sign-off
Prepares correspondence as required for the Director and Dean
Donor relations, including but not limited to:
Acts as liaison between donors, prospects, volunteers, Dean’s Advisory Council and the Director of Advancement
Facilitates major gift solicitation visits or calls with the Director of Advancement and/or Dean and key volunteers. This often requires the coordination of several individuals’ calendars, and in several geographic locations
Ensures accuracy and input of all status/meeting notes to Raiser’s Edge and Prospect Database
Maintains Project and Volunteer Reports as assigned
Coordinates campus visits made by key donors and prospects by handling special arrangements, transportation, accommodation, meals and support materials where required
Maintains top prospect lists and annual calendar of events and updates and distributes as necessary
Event planning and logistics, including but not limited to:
Assists with the planning and execution of key fundraising, friend-raising and alumni events
Handles logistics, including menu planning, venue liaison, parking requirements, and prepares name tags, etc.
Assists with the coordination of event communications of events using both print and electronic media: invitations, emails, web and social media content and correspondence with event attendees
Coordinates the event registration process: plans and executes the process to set up event registration
Provides effective communication within the Faculty to promote events and initiatives
Facilitates an event post mortem to evaluate current and new Advancement events
Assists with managing relationships with external vendors to ensure quality, budget and delivery objectives are met
Provides superior customer service to internal and external stakeholders
University degree or equivalent post-secondary education and/or experience required.
Demonstrated experience interacting with senior administration both within the University and external. Thorough knowledge of University policies and procedures as they pertain to Plant Ops (parking, room bookings, catering) OA (SAFA, gift processing, prospect research, stewardship reports) Finance (invoicing, cheque requisitions, travel advances etc.) Co-operative Education (selection and on-boarding procedures for co-op students)
Proficiency with Microsoft Office including PowerPoint, Excel and Word
Advanced proficiency with Raiser’s Edge 7 and SharePoint
Regular working hours, some evening/weekend work required
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
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 situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at email@example.com or 519-888-4567, ext. 45935.