Development Coordinator
3 weeks ago
Development Coordinator
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
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Job Summary
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.
**Job Description**:
**DUTIES AND RESPONSIBILITIES**:
- 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 surv
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