Coordinator, Talent Acquisition

2 months ago

Sault Ste Marie, Canada Algoma University Full time

**Job Title: Database & Prospect Administrator**:

- Staff Bargaining Unit_

**Position Status**:Permanent, Full-time (35 hours/week)
OSSTF

**Department**:Strategic Advancement & Alumni Affairs

**Supervision Received**:Manager, Advancement

**Location**:Sault Ste. Marie, ON

PRIMARY FUNCTIONS:
A. Fundraising & Database Support 50%

B. Database Administration 25%

C. Reporting & Analysis 25%

**TOTAL 100%**

The Database & Prospect Administrator role is a vital resource for the Strategic Advancement
and Alumni Affairs team. Responsibilities will include managing the donor and alumni
database to ensure accuracy and integrity, providing end-user training and support services,
establishing and maintaining annual fund campaigns, and capital campaigns, and executing
complex data importing, exporting, extraction, and analysis of data.

This position is responsible for comprehensive prospect profile generation, assisting in the
development and implementation of policies/procedures related to data capturing and
management, oversight of online giving tools, development of targeted mailing lists, and
complex monthly internal financial reconciliation processes.

By working closely with the Senior Development Officer, and reporting to the Manager,
Advancement, this role will ensure that data management best practices and standards are
implemented and adhered to by performing regular audits and monitoring gift
entry/processing. In addition, the role will be responsible for all technology requirements,
including software knowledge, technical support, and other duties, as required.

The incumbent will strive for data integrity, precision, and effective architecture to optimize the
functionality and reporting capacity of the database. This position will work collaboratively with
colleagues to understand and support charitable needs across various programs. This
position will also oversee and support the cross-functionality and integration of fundraising

software and various fundraising/communication tools related to payment processing,

RESPONSIBILITIES:
**A. Fundraising & Database Support (50%)**
- Provide support to the Strategic Advancement and Alumni Affairs department for the

identification, cultivation, solicitation, and stewardship of donors ensuring a high
degree of accuracy.
- Generate lists for all donor solicitations, as requested, for events, annual campaigns,

major gifts, planned giving solicitations, and capital campaigns.

activities.
- Responsible for all donation entries and reconciliation of financial reports, including

preparing charitable tax receipts.
- Assist with events and logistics while providing general office administration and

supporting the fundraising/alumni staff and volunteers as needed.
- Organize meetings, including scheduling, coordinating invitations, room

bookings, meals, reconciling travel expenses, credit cards, and invoices, and
recording minutes of departmental or other meetings as needed.
- Provide support with thank you cards, letters, or campaign pledge reminders, as

needed.
- Triage incoming calls and requests.

**B. Database Administration (25%)**
- Process new data, or changes to existing information, regarding address,

employment, marital status, relationships, education, etc., from various sources.
- Lead and coordinate ongoing or cyclical database projects, such as adding new

constituent records, coding survey information, updating new graduates, and student
withdrawals.
- Support in preparing monthly financial reports for fundraising staff and reconciling

records with the accounting department monthly, quarterly, and at year-end.
- Maintain appropriate procedures, processes, and policies that efficiently enhance

data integrity.
- Develop and produce queries, donor profiles, dashboards, custom reports, a ‘donor

moves’ management system, and mailing lists to support departmental and
institutional goals.
- Provide support in preparing draft gift agreements, and maintaining gift agreement

documents in the database.
- Ensure compliance with all aspects of legislation affecting privacy and Canada
- Revenue Agency (CRA) receipting guidelines and best practices.- Adhere to donor policies such as gift acceptance, naming, and recognition.
- Develop and maintain efficient systems for data cleansing, data entry, alumni
- constituency, gift processing, prospect research, and relationship management.- Develop and train staff in best practices and procedures to improve data organization
- and integrity.- Coordinate and plan for future data conversions/upgrades, as required.
- Report on activities and suggest improvements to database and operations processes

to departmental team meetings.

**C. Reporting & Analysis (25%)**

data-driven strategic insights and direction to support business needs.
- Maximize the database's functionality and reporting capacity by optimizing data

integrity and quality.
- Create, test, and deploy custom reports and dashboards.
- Develop dat

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