Senior Coordinator, Advancement

University of Ottawa • Lexington, MA

3d

About The Position

University Advancement plays a pivotal role in fostering meaningful connections between the University and its alumni, donors, and partners. Our team is dedicated to advancing the University's mission by securing philanthropic support, engaging with our vibrant alumni community, and building partnerships that drive innovation and excellence. Through strategic initiatives and collaborative efforts, we help shape the future of the University, ensuring that it continues to thrive as a leading institution of higher education and research. Together, we empower our students, faculty and researchers to make a lasting impact on the world. Position Purpose This position plays a critical role in contributing to the University of Ottawa’s fundraising success by providing administrative, operational, and project management support to the advancement team. This position ensures the efficient execution of major, principal, planned, and annual gift fundraising strategies and initiatives. The incumbent manages the prospect pipeline in collaboration with fundraisers, cultivates strong donor relationships through stewardship activities, and facilitates seamless communication and coordination among internal and external stakeholders, including faculties and donors. Additionally, the role involves organizing prospect and donor meetings, preparing fundraising communication materials, and maintaining meticulous donor records.

Requirements

• An undergraduate degree, preferably in administration, business, arts, or an equivalent combination of education and experience.
• A minimum of three (3) years of relevant experience in a field related to the responsibilities of the position.
• Bilingualism – French and English (spoken and written).
• Proven experience in administration and project management.
• Exceptional planning and time management skills.
• Superior written and communication skills in English and French.
• Strong analytical skills with the ability to synthesize information from various sources and produce clear, accurate reports.
• Ability to deal with the public, senior officials and high-profile stakeholders.
• Sound judgement, with excellent listening, problem solving, priority setting, and organizational skills.
• Proficient in databases, spreadsheets word processing, e-mail and Internet tools, with the ability to analyze and manage data via a computerized system.
• Ability to demonstrate a high level of professionalism and able to exercise professional discretion.
• Proven ability to take initiative and work in collaboration with volunteers.

Nice To Haves

• Experience or knowledge of post-secondary environment.

Responsibilities

• Fundraising Operations & Project Coordination: Provides administrative and operational support to ensure the smooth execution of fundraising strategies across major, principal, planned, and annual giving portfolios. Assists with the planning and coordination of projects, events, and initiatives that drive donor engagement and revenue growth. Supports fundraisers by managing timelines, logistics, and follow-up activities.
• Prospect Pipeline & Records Management: Manages and monitors the donor and prospect pipeline in close collaboration with fundraisers to support effective cultivation, solicitation, and stewardship strategies. Maintains accurate and current records in the CRM and internal systems, tracks engagement activities, and contributes to proposal development and prospect assignments. Ensures data integrity, generates fundraising reports, and gathers key insights to enhance prospect profiles, enabling informed decision-making, accurate forecasting, and targeted fundraising efforts.
• Donor & Stakeholder Engagement: Cultivates and maintains strong relationships with donors, faculties, and internal stakeholders. Organizes prospect and donor meetings, prepares detailed briefing notes, and ensures timely, personalized follow-up. Coordinates strategic donor engagement and stewardship activities that reinforce trust, demonstrate impact, and align with University priorities.
• Gift Implementation & Compliance: Collaborates with academic and development leadership to align fund usage with institutional priorities and long-term goals. Ensures strategic management of scholarships and fund allocations to maximize student impact and reporting accuracy.
• Communications & Proposal Development: Facilitates the creation and delivery of high-quality fundraising communications and donor materials, including pitch decks, proposals, and reports. Ensures messaging is consistent, professional, and tailored to donor interests. Coordinates the translation, review, and approval of communications, and supports faculty and fundraiser collaborations to strengthen donor outreach.
• Other related duties: Performs other duties in support of the unit coordination efforts as assigned.

Benefits

• The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees