Alumni Affairs and Advancement Coordinator

2 weeks ago

Toronto, Canada Victoria University Full time

JOB OPPORTUNITY
Alumni Affairs & Advancement Opportunity - Union (USW Local 1998)

**Posting Date**: July 4, 2023

**Closing Date**: July 14, 2023

**Position Title**: Alumni Affairs & Advancement Coordinator

**Department**: Alumni Affairs & Advancement

**Appointment Type**: Continuing/Permanent

**Classification**: USW Pay Band 9

**Salary**: $57,103 with an annual step progression to a maximum of $73,024

**Schedule**: Full-time, Monday to Friday

Position Summary

We are looking for a fantastic Coordinator to join the Alumni Affairs & Advancement team

Reporting to the Director of Philanthropy, Alumni Affairs & Advancement, the Alumni Affairs & Advancement Coordinator provides superior administrative support for program activities and events for AA&A. The work entails: careful tracking and reporting on alumni and donors participating in a range of activities; conceptualizing, organizing, and executing event activities as per the department’s business plan; analysing administrative processes and procedures and recommending changes for improvement; and holding primary responsibility for updating confidential records and other related data for the department.

**Responsibilities**:
The Alumni Affairs & Advancement Coordinator will also be responsible for independently managing the day-to-day aspects of the departmental budget including: monitoring expense accounts for projects and programs; providing executive support to the department’s Executive Director and Director; determining the logístical details required for donor mailings and campaigns; minutes and note taking for meetings; updating the department’s pages on the website using its CMS tool and iModules; processing financial transactions, donations, and tax receipts, as required; preparing financial and other reports as required; and other duties, as assigned.

Data Entry and Management
- Inputting and pulling confidential data on alumni prospects and donors.
- Inputting information on events, activities, and plans.
- Processing credit card donations.
- Tracking and monitoring alumni engagement, donor cultivation and other events, and creating relevant reports.
- Updating donor and alumni records (milestones, obits), etc.
- Generating financial reports and creating and updating mailing and invitation lists.
- Verifying that donor and alumni data is entered correctly in the database.
- Cross-trained to support the Donations and Database Coordinator.

**Administration**:

- Analysing administrative processes and procedures on an ongoing basis and recommending changes for improvement.
- Acting as the central contact for all day-to-day aspects of the department
- Providing support for the Executive Director and Director of Philanthropy
- Providing admin support to the Senior Development Officer for leadership annual giving campaigns (i.e., supporting the logístical details required for donor mailing campaigns).
- Ensuring the production and preparation of financial reports and alumni lists and reports
- Maintaining a record of inventory.
- Ensuring office equipment is in working order and coordinating any required equipment maintenance.
- Maintaining the departmental filing system.
- Obtaining quotations and purchase orders, monitoring and ordering office equipment and supplies.

Alumni and Donor Cultivation Events
- Working with the Alumni Affairs Officer and Mentorship Coordinator & Alumni Liaison in delivering superior events for alumni/ae. Assists in ensuring a seamless execution of alumni/ae events, including setup and tear down.
- Assists in organizing and executing donor cultivation events, in keeping with the business plan.
- Creating event invitation lists.
- Creating registration forms (iModules).
- Tracking and reporting on event RSVPs.
- Creating attendance lists, name tags and other relevant registration materials.
- Ensuring that all event billing and invoices are submitted to Finance and Payroll Services in a timely manner.

Education
Post-secondary degree or equivalent combination of education and experience.
Experience
A minimum of 3 years related administrative experience in a university or non-profit environment is strongly preferred. Experience fostering relationships with a variety of stakeholders. Experience with coordinating events as well as the development, tracking and reporting on relevant metrics. Experience working with volunteers is an asset.

**Skills**:

- Excellent oral and written communications skills, problem-solving and interpersonal skills.
- Good technical skills, preferably with a working knowledge of various software products including Microsoft Office, iModules, Blackbaud CRM.
- Good organizational ability and basic bookkeeping skills. The ability to work both independently and as part of a team.
- A service orientation with sensitivity to levels of expectation from colleagues and external sources is essential.
- An eagerness to engage in professional development aimed at increasing technical and soft

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