Job Posting 87921

Development Coordinator
Queens University
Eastern Ontario
Kingston, ON
closed 2 days ago (Sun, 25 Sep)
full time - temporary / contract

Reporting to the Associate Vice-Principal (AVP), (Development), the Development Coordinator is responsible for providing strategic support and coordination for the fundraising and institutional development activities for the Department of Development. Duties include a combination of advanced administrative duties, including coordinating the day-to-day administrative services of the AVP (Development), in addition to liaising with the offices of senior leadership, Office of Advancement staff, and the broader university community to formulate and implement strategies compatible with a very diverse fundraising environment. 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.

DUTIES AND RESPONSIBILITIES:

• Manages inquiries and special requests to successful completion, acting as a frontline resource and contact person for the AVP and Department of Development. Maintains effective communication with other departments throughout the community, and with all appropriate external bodies. Monitors email accounts, triages accordingly, providing prompt, accurate, error-free and courteous support. Works with departmental colleagues to ensure thorough awareness of upcoming events, communications, and activities, to provide efficient and effective information. Uses sound judgment, redirects tasks not requiring senior management involvement, and proactively researches and compiles facts for those that do.
• Plans and maintains the AVP’s schedule with a view to prioritizing meetings; rearranges and defers meetings as required when urgent matters arise, referring requests when needed. Plans and coordinates departmental meetings, events, and gatherings in remote, hybrid and in-person format. Takes the lead on planning/executing internal meetings with senior leaders including the Principal and Deans, and meetings with external stakeholders, ensuring precision with execution. This includes managing calendar invites; overseeing the technical set-up of meetings; preparing and circulating agendas, minutes and background materials; attending meetings to record minutes, transcribe and maintain an effective bring forward system; booking all aspects of AVP travel including donor or prospect visits, transportation, hotels, meal bookings, etc. Coordinates and prepares up-to-date briefing files and travel itineraries for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc.
• Proactively identifies issues, challenges or problems that may occur with timelines, deadlines, bookings and AVP workload and addresses these with the AVP in a prompt and error-free manner.
• Works closely with the Executive Assistant in the Office of the Vice-Principal (Advancement) to ensure that senior leadership meetings, budget presentations, research meetings involving Deans and other campus partners are noted in the AVP calendar and ensures that deadlines and workload associated with these meetings do not conflict with activities and work generated by the Development portfolio; also keeps abreast of governance forums such as including Senate, ERD, Board of Governors etc., to ensure the AVP is aware of these well ahead of time; ensures that these meetings do not conflict with major events.
• Provides administrative support to other members of the Department of Development as requested by the AVP, including scheduling meetings, tracking project status and action items, arranging travel, preparing correspondence, word processing and document filing.
• Acts as a central coordination point to manage senior leadership booking requests. Develops, oversees and manages the process, including managing fundraiser requests for senior leadership visits. Serves as a liaison between various programs and individuals to determine the appropriate processes for supporting ongoing and new fundraising initiatives in the Department of Development. Makes recommendations for improvements in initiatives based on feedback from clients and stakeholders associated with process outcomes.
• In consultation with the Principal Gifts Office, supports the AVP and Vice-Principal (Advancement) in the management of their prospect pools, ensuring action items, next steps and strategies are followed-up on; takes the initiative to identify stagnant prospects and brings them forward to the relevant leader for action.
• Coordinates with Donor Relations and other departments on campus to ensure an efficient and accurate approval process is followed for fundraising proposals and gift agreements, prior to senior leadership approval.
• Assists in planning special events associated with campaigns and fundraising objectives. Makes recommendations for the most cost-effective route and planning the logistics and event schedule. Performs data compilation from Advance; liaises with suppliers, faculty and staff, volunteers and prospects and donors; produces invitations and lists; prepares, vets and distributes surveys; provides on-site event support as requested.
• Reviews email content for compliance to privacy, anti-spam, accessibility and Queen’s brand guidelines.
• Maintains the Department of Development webpages/QUIRC page and team forums as appropriate.
• Assists with pre/post visit planning and follow-up including updating all contact reports and
solicitation activity on the Advance database.
• Updates the Advance database (gift account information, contact reports, notes, interest/activity codes).
• Under the direction of the AVP, enters timelines and critical paths for the execution of departmental plans and initiatives in project management tools.
• Performs financial and accounting duties as needed in support of the department, such as assisting with budget preparation, preparing cheque requisitions and travel expenses, journal entries, purchase orders, monitoring and reconciling accounts and VISA statements.
• Takes the lead on developing onboarding plans for Executive Directors within the department; ensures that all technology, training and meeting obligations are booked and clearly communicated. For all other staff on the Development team, keeps an up to date inventory of staff members, updates email and teams lists, and books new staff meet and greet meetings with the AVP during their onboarding period.
• Maintains confidential files containing sensitive materials related to organizational strategic plans; operational funding initiatives, alumni/donor sensitive correspondence, and personnel files including hiring materials, employment contracts, performance evaluations, and all other employee-specific confidential HR documents.
• Provides superior computer support to prepare professional reports, proposals, graphic presentations, letters and invitations for university administration, volunteers, top donors and prospects.
• Prepares reports and data analysis presentations using analytical skills to highlight and understand trends.
• Oversees office procedures and monitors administrative practices to ensure the smooth and efficient functioning of the department. Recommends revisions and amendments to administrative practices, as well as creating new administrative practices, in consultation with the AVP. Takes the lead on documenting these practices and as necessary, implements all aspects of changes in practices and procedures and informs staff.
• Administers timekeeping and enters casual contracts into Human Resources (HR) PeopleSoft for the department, ensuring accurate and timely entry.
• Acts as a back-up for the Executive Assistant, Vice-Principal (Advancement) and Development Coordinator, Department of Development.
• Undertakes other duties as required in support of unit and/or department.

REQUIRED QUALIFICATIONS:

• University degree, preferably in Business Administration, Fundraising (or equivalent).
• Minimum three years of proven experience in fundraising and project management, preferably in an educational or institutionally relevant setting, working in a multi-tasking and fast paced environment with competing priorities, requiring quick and appropriate decision-making skills.
• Demonstrated successful experience coordinating multiple projects and tasks, while meeting deadlines and maintaining accuracy.
• Demonstrated experience successfully interacting with donors.
• Ability to delegate work to management.
• Demonstrated writing and editing experience.
• Advanced knowledge of operating systems including Windows, Microsoft, HR PeopleSoft, ERS, FAST Reporting, Advance, 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.

SPECIAL SKILLS:

• Superior interpersonal, communication and presentation skills to gather information and deliver key messages accurately and with empathy to alumni, faculty, staff, donors, volunteers and third-party service providers.
• Ability to win cooperation, to facilitate groups of people to work toward, and succeed in shared goals. Ability to foster strong collaborative relationships. Advising skills.
• Superior written/oral/interpersonal skills to work well in a complex, decentralized environment.
• Strong customer service focus and stewardship mind-set, with the ability to meet the needs of a broad range of internal and external audiences both professionally and effectively.
• Takes initiative to improve processes and create greater work efficiency.
• Strict attention to detail and accuracy with an appreciation for the implications of errors for the university and the Office of Advancement with respect to reputation and relationship building; is thorough when performing tasks and conscientious about attending to details, ensuring quality of products and services.
• Well-developed research, analytical, and computer skills necessary to compile, analyze, and interpret large amounts of information and apply it effectively in operational requirements.
• Excellent time management, program management, and organizational skills. Ability to prioritize among many competing demands, work effectively under pressure, and remain focused on key objectives in managing resources. Ability to multi-task and meet needs in a prioritized and strategic fashion.
• Strong customer service focus with a proven ability to establish and maintain effective working relationships with a broad range of internal and external audiences.
• High level of tact, discretion and confidentiality. Ability to respond to sensitive and/or controversial situations.
• Strong degree of flexibility, initiative and resourcefulness to work independently.
• Highly motivated, innovative, creative and strategic thinker.
• An understanding of the major issues that impact upon the reputation of Queen’s and its environment.

DECISION-MAKING:

• Decides how to handle with sensitivity and tact a variety of internal and external inquiries and requests from alumni, donors, volunteers, faculty and staff; decides where to refer individuals to ensure the inquiry is handled promptly; determines when to seek support from resources as required; provides follow-up as necessary, ensuring matters are handled to successful completion.
• Determines, in conjunction with other staff, when it is appropriate to involve senior managers and administrators in fundraising initiatives.
• Exercises sound judgment in prioritizing the AVP’s schedule and workload; recognizes when to alert the AVP if deadlines are not being met, and if additional support is necessary.
• Determines meeting logistics and decides how to rearrange schedules based on competing demands and availability. Resolves scheduling conflicts by determining priorities to juggle conflicting meetings.
• Selects best means to find needed information; determines when and to whom to delegate enquiries.
• Prioritizes conflicting demands to ensure deadlines are met. Decides how to best coordinate time and effort between various projects. Determines options or range of solutions to problems where no clear guidelines exist and completes work within necessary timelines. Recognizes when to call on other staff members to take advantage of their expertise
• Anticipates, analyzes and solves problems and recommends solutions.
• Determines and reviews content of various materials, including briefing notes, agendas, project plans, web content, meeting materials and reports.
• Provides recommendations for project enhancements to maximize leadership building and fundraising opportunities
• Drafts fundraising approaches for review by the fundraising team, based on sound fundraising principles and the best interests of the university.
• Determines appropriate methods to use in the evaluation of data and/or compilation of reports and dissemination of information as required.
• Determines optimum practices, systems, processes and task management procedures needed to support the Department’s communication, administrative and customer service needs. Recommends efficient administrative procedures, determining processes and activities that enhance the department’s function within the university; seeks approval and implements changes.

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