Job Summary

Reporting to the Associate Director (AD), Advancement Administration, with functional accountability to the assigned business unit, the Advancement Coordinator provides comprehensive administrative, logistical, and operational support to a member of the Advancement Leadership Team (ALT). This role ensures an advanced level of coordination is provided in the day-to-day administrative services of the ALT member office, including administrative and executive support, process and systems coordination, Advancement and fundraising support, event and meeting coordination, to optimize the effectiveness of the assigned portfolio. The Advancement Coordinator plays a critical role in coordinating cross-functionally, liaising with Advancement teams, university leadership, alumni, donors and external partners. This position requires strong organizational skills, independent decision-making, service orientation and strict adherence to confidentiality while handling sensitive information and high-priority initiatives. This position also has direct responsibility for the handling, storage, management, and disposal of highly sensitive and confidential strategic and human resource (HR) materials such as calendars, meeting materials, performance evaluations, timekeeping and confidential employee files.

While the Advancement Coordinators are assigned to a specific ALT member and business unit, the role is designed to be flexible to accommodate reassignments based on organizational needs. Occasional work flexibility is needed to meet the demands of the office.

DUTIES AND RESPONSIBILITIES:

Administrative and Executive Support
• Provides high-level administrative support to the assigned ALT member and business unit as appropriate, managing daily workflow to ensure efficiency and effectiveness.
• Serves as a primary point of contact for the ALT member, handling high-level inquiries with professionalism and discretion. Uses sound judgment, redirects tasks not requiring senior management involvement, and proactively researches and compiles facts for those that do.
• Works collaboratively with the other Advancement Coordinators across Advancement to ensure seamless scheduling and alignment of the ALT member’s high-priority meetings, strategic initiatives, and leadership commitments. Proactively identifies and resolves scheduling conflicts to optimize the ALT member’s time and ensure effective coordination across portfolios.
• Supports the assigned ALT member in managing their donor and prospect portfolio by coordinating timely follow-up on solicitation strategies, cultivation activities, and stewardship actions. This includes overseeing pre- and post-visit planning, ensuring comprehensive follow-up, and maintaining accurate and up-to-date contact reports, solicitation activity, and engagement records in Advancement databases.
• Supports the Associate Director, Advancement Administration, and provides leadership, guidance and peer mentorship, to administrative staff across Advancement to ensure consistent standards, accountability, and seamless administrative coordination. Serves as backup support to the AD as required.
• Prepares and distributes reports, presentations, meeting materials, and correspondence as required, ensuring accuracy and professionalism.
• Arranges travel and accommodation for the ALT member, and others as appropriate, ensuring compliance with university travel and finance policies. Prepares detailed itineraries, manages logistical arrangements, and facilitates the timely processing of expense claims and reimbursements.
• Supports financial processes within the unit, including assisting with budget preparation, processing expense requisitions, travel expenses, purchasing, and reconciling accounts, ensuring compliance with university policies.

Human Resources Support
• Assists with recruitment scheduling and leads the coordination of onboarding plans for the ALT member’s new hires, ensuring technology setup, training schedules and meeting obligations are efficiently managed.
• Maintains an up-to-date inventory of staff members, manages unit-specific email and teams lists, and updates organizational charts as required.
• Administers accurate and timely timekeeping and enters casual contracts into Human Resources (HR) PeopleSoft.
• Maintains confidential records ensuring compliance with university policies and privacy regulations. This includes sensitive HR documents, including hiring materials, employment contracts, performance evaluations, and other employee-related records, with the highest level of discretion.
• Maintains and tracks training records for the unit, ensuring staff compliance with required training and professional development opportunities.
• Serves as a backup for the other Coordinators within Advancement as needed.

Event and Meeting Coordination
• In coordination with the AD, serves as the primary liaison with external offices—including the Principal, Provost, and Chancellor—to coordinate scheduling and secure senior leadership participation in Advancement meetings and events. Manages complex scheduling needs with discretion and ensures alignment with institutional and Advancement priorities.
• Coordinates Advancement-wide and unit-level meetings, including Advancement Enhancement Days, ensuring accurate scheduling and professional execution.
• Assists in planning and logistics for Advancement-wide meetings and initiatives as needed.

Process and Systems Coordination
• Manages the Advancement internal newsletter, overseeing content collection, formatting, scheduling, and distribution to align with organizational priorities.
• Liaises with Advancement teams and other university offices to streamline workflows, optimize approval processes, and enhance process efficiency. Tracks timelines, monitors progress and proactively identifies and resolves bottlenecks to maintain smooth and timely execution.
• Supports data governance, compliance, and quality efforts while managing records, databases, and digital filing systems, including reviewing and updating information within Advancement databases to ensure accuracy, accessibility, and efficiency.
• Assists with the management and maintenance of the Advancement intranet, ensuring content is relevant, up to date and accessible.

Other Responsibilities
• Coordinates the Heney and Flynn award nomination process and facilitates engraving and distribution of the Flynn award.
• Assists with work study postings and projects, including coordination and execution to optimize student opportunities and productivity.
• Oversees space management responsibilities, including coordinating building access, office relocations, and repairs, and liaising with campus facilities services to address physical space needs.
• Undertakes other duties as required in support of unit and/or department.

REQUIRED QUALIFICATIONS:
• University degree.
• Minimum three years of proven experience in administrative coordination, project management and/or executive support, preferably in higher education or an institutionally relevant setting.
• Proven ability coordinating multiple projects, tasks, and competing priorities while meeting deadlines and maintaining accuracy.
• Strong writing, editing, and professional communication skills.
• Proficiency in administrative and reporting systems and databases, including Windows, Microsoft, and internet tools. An aptitude to learn new software applications considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

REVIEW FULL JOB DESCRIPTION, KNOWLEDGE, AND SKILLS ONLINE.