Advancement Coordinator

6 months ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

The Advancement Coordinator works closely with the Director of Advancement and other members of the Advancement Unit to coordinate and facilitate the growth of financial support for NOSM University (NOSM U). The incumbent will work with the Director of Advancement in the execution and evaluation of cultivation and stewardship activities for the unit and the University. These activities include, but are not limited to execution of; annual, leadership and major gift campaigns, specified fundraising events, donor stewardship, cultivation and solicitation of gifts, and sponsorships from corporations and communities.

The Advancement Coordinator plays a key role within the unit and is responsible for following the business processes for the team that streamlines the productivity of the frontline fundraisers along with coordinating reporting efforts.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks may include but are not limited to the following:

- Processes all donations, issues and records charitable donation receipts, administers all correspondence to donors, as well as the maintains and distributes all donor related funds;
- Processes all of NOSM U’s charitable donations accurately and in a timely manner. Ensures that all donations are allocated in accordance with CRA charitable guidelines;
- Prepares, allocates, and transfers an average of $3,000,000 per year in donor dollars to over 600 donor-supported awards, bursaries and expendable funds;
- Reconciles, analyses, interprets and prepares all donation information for reporting;
- Works directly with the Advancement/Development, Finance and Financial Aid Offices at NOSM U to ensure that all donations are allocated and distributed appropriately;
- Reconciles and prepares all financial reports and correspondence for donors in regards to their individual donor funds, Bursary recipients and award values;
- Reconciles and prepares detailed financial reports to provide to the Financial Aid Office including information regarding funds available for award distribution. Communicates with the Financial Aid Officer, students and donors to ensure the proper distribution of financial aid support from NOSM U;
- Often the first point of contact for many donors. In this capacity, ensures the cultivation and stewarding of donors through the formulation and distribution of accurate and timely donation receipts, thank you letters, and correspondence regarding endowment funds and bursary recipients;
- Coordinates, verifies and maintains donations for all established budgets; Investigates to trace cheques that arrive without documentation, receives and processes all cheques within strict timelines and allocates donations to appropriate budgets; Sets up new fund codes on the database system, opens new funds for donations received and produces, type and sign memoranda related to budget transfers;
- Organizes and sends memorial cards and other appropriate correspondence on the University’s behalf;
- Contacts donors to clarify amounts, designations and payment schedules, while referring complex issues to the Director of Advancement;
- In collaboration with the Director of Advancement, the Advancement Coordinator executes the annual donor appeals including year-end direct marketing campaigns and ensures targeted departmental revenue goals are exceeded. (e.g. sourcing mailing houses, database export, handling prospect requests, invoicing, donation processing);
- Reconciles pledges and payments received and sends reminders, thank-you cards and letters to all donors;
- Acts as an ambassador of, represents the public image of and presents the story of NOSM U to diverse groups of both internal and external stakeholders donors, staff, faculty, and community members;
- Updates donor communication for existing and new donor walls and/or other forms of donor recognition;
- Manages annual stewardship reporting process, with financial reporting on endowed funds, long-term trusts and expendable gifts;
- Develops creative ways to steward donors in a personalized and customized way and manages a system that prompts the Advancement Unit to act on the stewardship;
- Stewards donor relationships consisting of individuals, corporations, and community groups in support of NOSM University’s strategic advancement goals;
- Is the database administrator for the unit’s donor relations and alumni database Raiser’s Edge (RE NXT) and is responsible for managing and maintaining both the financial and personal information of NOSM U donors, prospects, and alumni;
- Develops and implements best practices in the maintenance, security and utilization or the Advancement RE NXT to ensure accuracy of donor and financial information;
- Responsible for representing the Advancement Office on various committees and groups within the university, thus developing and maintainin

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