Advancement Coordinator

3 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Manager, Advancement Operations, the Advancement Coordinator provides a full range of administrative and project support to the Math Advancement team. The Advancement Coordinator is considered a key central resource to the leadership team and the Faculty of Mathematics for matters regarding alumni, individual, corporate and foundation partnerships/philanthropy, and is responsible for ensuring data integrity and reporting for Math Advancement.

**Responsibilities**:
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, itineraries, and expenses for Math Advancement visitors and alumni
- Assist in the development of departmental processes, recommending changes to operational procedures to improve efficiencies 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 Math Advancement gift agreements, MOU’s, and proposals
- Works with the advancement team and/or Faculty Events Manager to provide logístical 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 Math Advancement promotional materials and branding documents and department supplies
- Prepares expense claims in Concur on behalf of the Math Advancement team for submission
- 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, while following appropriate Faculty of Mathematics procedures, and university policies
- Develops briefing notes and packages for the Math Advancement Team and other senior University Administrators such as the Dean of Math or VP Advancement who may be meeting with a prospect
- Mines database (Raiser’s Edge) for research to prepare meaningful reports in support of the briefing notes
- Prepares meeting agenda’s, room bookings and takes meeting minutes for the Math Advancement Team

Advisory
- Acts as the primary contact for the Associate Directors, and Math 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
- Manages the implementation of donor relations communications, thanking alumni for their donations, and informing donors of their annual scholarship recipients
- Acts as a contact for Development Officers to address questions about donor funds, schedule student/donor meet and greets, and function as the liaison between SAFA undergrad and graduate awards officers
- 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
- Runs and distributes a variety of reports using Raiser’s Edge (RE) to support the fundraising function and requests updates to RE data and reports, as required, to ensure records are up to date with central advancement
- Ensuring all gifts are acknowledged properly, and maintaining accurate, up to date, RE records of donors’ stewardship activity and reporting metrics
- Submits clearance requests/updates, Advancement Tracker RT submissions on behalf of the team
- Enters RE status/meeting notes

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