Advancement Coordinator

University of Waterloo•Waterloo, ON

1d•CA$56,494 - CA$70,618•Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Primary Purpose 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. Key Accountabilities Administrative 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 (WatUp, 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. Advisory 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. Data Integrity and Reporting 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 member profiles within the Online Profile Builder and Expert Finder platform and Faculty leadership within WCMS engineering pages. Supports the team in management of digital assets – organizing and storing images and video Runs and distributes a variety of reports using WatUp to support the fundraising function and requests updates to WatUp data and reports, as required, to ensure records are up to date with central advancement. Submits clearance requests/updates, Advancement Tracker RT submissions on behalf of the team. Enters WatUp status/meeting notes as required; ensures notes are current as well. Prepares reports to monitor the progress of department’s fundraising campaigns.

Requirements

University degree or equivalent combination of post-secondary education and/or experience will be considered.
3-5 years in an administrative role, providing support to a large and cross-functional team is preferred.
Knowledge of philanthropy and fundraising is an asset.
Proficient/exceptional experience with the Microsoft Office suite of products, including: Outlook, PowerPoint, Excel, Sharepoint, and Word.
Intermediate knowledge and experience with fundraising database would be considered a strong asset.
Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external partners.
Independent judgement in areas of time management, task prioritization, and decision-making.
Collaborative team player comfortable with the intake of information from a variety of sources and organizing for optimal storage and use.
Demonstrated ability to successfully operate in a multi-stakeholder and complex environment.
High level of maturity and empathy; dealing with sensitive and confidential information with sensitivity and integrity.
Demonstrated ability to work independently and thrive in a fast-paced, entrepreneurial environment, effectively managing complex competing priorities while maintaining a high degree of accuracy, quality of work, and attention to detail.
Strong technical skills related to data storage and organization, and ability to manage complex detailed work.
Exceptional attention to detail with a commitment to accuracy and quality.
Knowledge of the University’s policies, procedures and operating requirements, and the academic culture on campus.
Strong initiative with the ability to anticipate the needs of the Engineering Advancement team.
Proactive and highly resourceful.
Strong time management skills with a demonstrated ability to effectively set priorities, identify problems and recommend appropriate solutions.
Strong communication skills (both verbal and written).
Exceptional interpersonal skills with strong customer focus, sensitivity to diversity and excellent judgement on confidential issues.
Ability to foster positive relations and manage a range of relationships.
Ability to contribute as a team player, projecting a positive, professional, courteous, and congenial attitude.
Initiative, confidence, ability to troubleshoot and problem solve.

Nice To Haves

Knowledge of philanthropy and fundraising is an asset.
Intermediate knowledge and experience with fundraising database would be considered a strong asset.
Experience with Waterloo web management system WCMS, Concur, BBCRM (WatUP), Raiser’s Edge / fundraising database, SharePoint, Unit4, WatProcure, P-CARD, Excel, Word mail merge, Budget, WorkDay – hiring and paying student ambassadors, Reunion, Hack-the-North Volunteers, would be considered a strong asset.

Responsibilities

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 (WatUp, 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 member profiles within the Online Profile Builder and Expert Finder platform and Faculty leadership within WCMS engineering pages.
Supports the team in management of digital assets – organizing and storing images and video Runs and distributes a variety of reports using WatUp to support the fundraising function and requests updates to WatUp data and reports, as required, to ensure records are up to date with central advancement.
Submits clearance requests/updates, Advancement Tracker RT submissions on behalf of the team.
Enters WatUp status/meeting notes as required; ensures notes are current as well.
Prepares reports to monitor the progress of department’s fundraising campaigns.