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Advancement Services Coordinator
4 months ago
Full-time Permanent Position
Start Date: May 27, 2024
Who We Are
Located on 10 beautiful acres in the heart of Olde Oakville, St. Mildred’s-Lightbourn School (SMLS) is a premier independent school for girls from JK through to Grade 12. Our mission is to engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.
An Opportunity to Join SMLS
Role Overview
To support our vision of empowered young women challenging and transforming the world, we are currently seeking an Advancement Services Coordinator. Reporting to the Director, Development, the Advancement Services Coordinator is a key member of the Advancement team and is responsible for Raiser’s Edge NXT database management, gift processing, donor lists and reports, tracking of gifts and pledges, data mining and organization, prospect research, supporting donor and community relations, and general department support. The Advancement Services Coordinator works closely with the Finance Department to ensure accurate and timely gift processing and data reconciliation, and with the IT Department to ensure coordination of systems and flow of information. The Advancement Services Coordinator maintains and strengthens the infrastructure that supports the efforts of our comprehensive advancement program and significantly contributes to the effective and efficient operations of the Advancement Department.
Position Details
Department: Advancement
Reports to: Director, Development
Experience: 5+ years experience in fundraising environment
Understanding of stages of donor life cycle
Experience with Raiser’s Edge software
Experience in a non-profit setting
Experience in an Independent School (asset)
Qualifications: Bachelor’s Degree preferred
Member of AFP (asset)
Working Conditions: Office Environment, Mac, Google
Occasional evening/weekend work
Key Responsibilities
Database Management
Manage our Raiser’s Edge database with the highest data integrity
Manage all constituent records and ensure information is inputted in a timely manner, i.e. correspondence, constituent codes, funds, appeals, attributes, relationships, events, etc.
At the end of each fiscal year, work with IT to ensure that constituent codes are converted appropriately, i.e. current students to alumnae, parents to past parents. Work with Admissions to ensure that all new families and students are downloaded into RE accurately, that families are coded correctly and any pertinent information is included in the constituent record
Manage and verify constituent contact information using NCOA, LinkedIn and email
Serve as a team leader on database internal processes, procedures and best practices.
Gift Processing
Responsible for timely and accurate processing of all charitable gifts to the school, ensuring compliance with SMLS policies and Canada Revenue Agency guidelines and regulations as it relates to charitable receipting
Enter and process all gifts, pledges and payroll deductions into RE and generate acknowledgements, receipts, and pledge reminders, ensuring appropriate backup is kept on file in the donor’s record
Collaborate with Finance to ensure timely gift entry and processing and distribute processed gift batches and backup through shared Google folder
Responsible for posting all gifts processed through RE to Financial Edge and distributing post reports to Finance.
Ensure the capture of biographical and data updates in donor records
Communicate with donors to ensure appropriate recognition
Ensure gift information is communicated to the Advancement Team
Adhere to the school’s Gift Acceptance Policy
Reporting
Develop, generate and disseminate monthly gift and summary reports to appropriate Finance and Advancement Team members
Prepare RE queries, exports and reports as required and work closely with the Director, Development to develop and manage lists for direct mail/email campaigns and other needs as they arise
Prepare all lists and information for the annual Donor Report and other advancement publications
Donor Relations, Engagement and Stewardship
Work collaboratively with the Advancement Team to support cultivation, solicitation and stewardship plans
Conduct prospect research, compile donor profiles and manage information on individual, corporate and foundation prospects
Utilize LinkedIn and other platforms to create connections with alumnae and gather up-to-date contact and career information.
Field all department general inquiries with professionalism and care
Who You Are
Your Strengths
Above all else, the successful candidate is a champion for girls’ education. You are also:
An enthusiastic, articulate, and creative individual who communicates with ease and confidence.
A critical thinker who demonstrates initiative, integrity and attention to detail.
A team player who enjoys being part of a vibrant, collaborative community and contributes positively to all areas of the school.
Your Knowledge, Skills & Experience
We are seeking a dynamic Advancement professional with excellent communication skills and a willingness to continue to develop and grow their skill set.
Why Join SMLS?
Our work is meaningful and important. As a school, we support each student’s interests, talents, learning needs and strengths. Through our world-class facility, Signature Programs, expertise in girls’ education, and dedication to personalization, our students become lifelong learners equipped to achieve excellence in whatever path they choose.
When you join SMLS, you join a fun and supportive community
Our employees enjoy competitive compensation packages and may be eligible for some of the following benefits:
Health, vision, and dental care
Life insurance, AD&D insurance, and Long Term Disability insurance
Employee & Family Assistance Program (EFAP)
Mental health & wellbeing resources
Ontario Teachers’ Pension Plan / RRSP program with up to 5% employer match
A healthy lunch program during the school year
On-site fitness facilities
On-site parking
Time off during Winter Break and March Break
Summer hours and extra long weekends in line with the school calendar
The Essence of SMLS
Each Girl at the Centre
We believe that each girl is creating her own distinct educational pathway, as her interests, strengths and passions emerge. We are committed to co-creating that pathway with her in a personalized learning environment where each girl’s joy, laughter and love of learning belong.
Academic Excellence and Innovation
SMLS is grounded in best practices and focused on innovation. We set the highest standards of excellence for our academic curriculum and signature programs as we develop ethical, culturally competent leaders who are catalysts for positive change.
Wellbeing and Belonging
We understand that connectedness to oneself, others and the world around us is fundamental to our students’ learning and wellbeing. As a school community, we are united by our values and our commitment to building a just and inclusive environment with empathy, integrity and respect. We honour our Anglican heritage and welcome all faiths and cultures, celebrating the diversity reflected by each member of our school community.
Strength of Spirit
We live in a complex world with uncertainty and change. We believe that resilience, courage and commitment are essential for our students and our community to embrace life fully, open ourselves to limitless possibilities, and boldly meet the unknown challenges ahead.
If you are interested in an opportunity to join our school, please apply online at
We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted.
SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. We value diversity and are committed to creating an inclusive environment within our community.
Please contact Human Resources with any requirements or questions.
