Development & Campaign Coordinator

Date: Apr 26, 2021

Location: Waterloo, CA

Company: Wilfrid Laurier University

Department: Advancement and External Relations 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Vice-President, Advancement & External Relations

Employee Group: WLUSA 

Application Deadline: 05/09/2021 

Requisition ID: 1296 

 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.  With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

 

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

 

Position Summary:

 

Reporting to the Vice-President, Advancement & External Relations, the Development and Campaign Coordinator will support the strategic development of fundraising activities and other related alumni engagement to advance Laurier’s mandate to inspire lives of leadership and purpose. Working closely with the Vice-President, Advancement & External Relations, DAR, the Office of the President, External Relations, Community Relations, senior administrators and volunteers, the incumbent is responsible for the coordination of the activities of the Vice-President, Advancement & External Relations, as well as the Assistant Vice-President, Development, and their related fundraising activities, keeping all involved, on task and on target. This position requires handling confidential information and using discretion and tact at all times.

 

The incumbent will coordinate a variety of activities and support fundraising and alumni/ prospect engagement initiatives. This will include: monitoring priority timelines, key deliverables and deadlines, preparing reports and materials for meetings and events, coordinating and occasionally acting as lead for meetings, events and special committees, coordinating travel and other activities, coordinating attendance for external events and monitoring revenue and related targets. This position serves as Executive Administrative Assistant to both the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development. As such, this position requires handling confidential information and using discretion and tact at all times.

 

This role also supports much of the day-to-day activities of DAR, and the Development Team, such as organizing department- or university-wide meetings, arranging and overseeing related professional development retreats, serving as the front-line contact person and providing general administrative support for the department.

 

Occasionally this position coordinates meetings and travel for the Deans and President. Administrative support is also occasionally provided for External Relations activities.

 

An important aspect of this position is fostering good relationships across the university, as well as with external stakeholders. The incumbent must have a good working knowledge of the university structure in order to be responsive to needs of internal colleagues, donors, alumni, volunteers and the general public.

 

 

Accountabilities:

 

Development and Alumni Engagement Coordination and Support

 

  • Anticipate the needs of the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development,  by proactively and continuously reviewing and adjusting priorities as required to meet overall strategic objectives;
  • Proactively manage the strategies for next actions and follow-up with key prospects in the portfolios of the Vice-President, Advancement & External Relations, and other Development staff as needed.
  • Coordinate and occasionally act as lead on all aspects related to development and committee meetings, donor and prospect meetings, events and programs
  • Coordinate and participate in regular area management and project update meetings;
  • The incumbent is routinely a contact on administrative policy and organizational matters, and must be knowledgeable of the policies and procedures of the university as well as a professional representative of Development and Alumni Relations, and occasionally External Relations and the Office of the President;
  • Coordinate, in collaboration with the Vice-President, Advancement & External Relations,  the development and implementation of personalized and strategic donor identification, cultivation, solicitation and stewardship strategies to identify and incorporate new donors in the projects/initiatives to enlarge the donor base;
  • Develop and maintain a strong understanding of the key fundraising and alumni relations priorities to engage volunteers and prospects; maintain an understanding of and commitment to the goals of the university and be able to articulate that commitment persuasively;
  • Proactively lead and coordinate, in collaboration with the Vice-President, Advancement & External Relations, and other development colleagues, donor stewardship.
  • Support and coordinate onboarding,  orientation and training sessions for volunteers, staff and faculty;
  • Ensure the development and packaging of materials (proposals and other collateral documents) for, staff, volunteers and key stakeholders;
  • Run Cognos and compile other reports as required. Ensure appropriate financial reports are in place and provided to senior staff and volunteers on a regular and as needed basis. This includes report preparation and analysis of fundraising results and fiscal year numbers;
  • In conjunction with the Vice-President, Advancement & External Relations, prepare briefing notes for meetings with prospective donors;
  • Enter contact reports and other donor and prospect information into Banner for the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development
  • Collaborate with colleagues in Advancement Services to create new reports, and to ensure the integrity of alumni and donor records;
  • At times, schedule meetings and travel with key prospects for the President, deans, key volunteers and other senior admin.
  • Prepare, handle and distribute confidential donor correspondence, including but not limited to, pledge reminder letters, acknowledgement letters, student scholarship thank you letters, stewardship reports, and personalized requests for support on behalf of the Vice-President, Advancement & External Relations
  • Prepare, handle and distribute confidential internal documents and information, including External Relations and Human Resources related materials and information  on behalf of the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development
  • Assist with, and occasionally take the lead in planning stewardship events, gift announcements, special meetings, etc. in collaboration with the VP, Directors, ADs, DOs, and other partners as required (e.g. faculties, President’s office, External Relations, Community Relations, etc.)
  • Additional duties as assigned which may include but are not limited to preparing fundraising update documents, supporting other cultivation and stewardship events, etc.
  • Serve as a point of contact with key donors and volunteers; engage with donors and volunteers over the phone, through email and in-person; and facilitate gift renewals as required.

 

Volunteer Support

 

  • Provide support to volunteers comprised of senior volunteers and community members;
  • Anticipate the needs of volunteers, and ensure full staff support is provided to all volunteers to make certain fundraising efforts are moving forward, are effective and successful;
  • Coordinate meetings and activities for special committees (ex. Milton Internal Strategy Committee; previously has included BCBBS Campaign Cabinet, President’s Council of Advisors)
  • Coordinate meeting preparation for volunteers as required, including assembling and drafting materials for prospect review or prospect meetings,
  • Arrange meetings for volunteers as required with high level donors, volunteers and other VIP’s. Coordinate the preparation of volunteer resources such as briefing notes, research information, and solicitation debriefings.
  • Coordinate and book travel for volunteers as needed

 

Project Management

 

  • Function as project manager on specific initiatives under the direction of the Vice-President, Advancement & External Relations, and/or the Assistant Vice-President, Development, consulting regularly with stakeholders across the university;
  • Liaise with project resources, consultants and other stakeholders;
  • Assist with the preparation of project documentation such as plans and status updates;
  • Provide project tracking and oversight;
  • As necessary, interview and supervise student workers who support the portfolio via banner entry, coordinating tables for events, invitations to special events (dinners, lunches, breakfasts, etc), and other similar duties.

 

Administrative

 

  • Manage the day-to-day operations, practices and procedures of the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development, in order to ensure organizational effectiveness and efficiency;
  • Provide exceptional customer service as the first point of contact for DAR, and the University, for internal and external constituents, building on the positive image of the university and contributing to smooth operations;
  • Serve as liaison between DAR and the Office of the President, External Relations, Government & Community Relations and key volunteers
  • Occasionally support External Relations needs
  • Verify and submit expenses and monitor budgets in conjunction with the Vice-President, Advancement & External Relations;
  • Plan and coordinate regular departmental and team meetings, such as DAR All Staff meetings, Development Team meetings, Senior Management Team meetings and special committees, (including scheduling, taking minutes, preparing agendas, preparing/ circulating reports, required documentation, etc).;
  • Plan and coordinate All Staff retreats and professional development sessions for DAR & External Relations
  • Manage calendar, meetings and travel arrangements for the Vice-President, Advancement & External Relations, and the Assistant Vice-President, Development, and occasionally other senior university roles, with a focus on meetings with top-level prospects and donors;
  • Manage boardroom bookings and technology needs;
  • Manage shared spaces in Alumni Hall, including providing technical support, coordinating building ICT and PP&P maintenance needs, ordering supplies, etc.

 

Qualifications:

 

  • Minimum college diploma coupled with at least 3 years’ related experience including previous fundraising experience with: writing fundraising proposals and letters; briefing notes; interaction with donors in person or by phone.
  • Familiarity with an academic environment.
  • Sound analytical and decision making skills.
  • Proficiency in the use of database management tools, contact/prospect management software and office management software.
  • Demonstrated, above-average oral and written communication skills. In particular, above average writing and telephone skills essential.
  • Ability to work with a high degree of discretion and tact in handling confidential matters.
  • Exceptional organizational skills with the proven ability to handle multiple tasks and priorities.
  • Ability to thrive in a fast-paced work environment, maintain a positive frame of mind, and set an example of professionalism for others.
  • An interest in or background in Fundraising.
  • Self-starter and motivator with the ability to work independently.
  • Excellent interpersonal skills and proven team player.
  • Proven ability for accuracy and attention to detail.
  • Proven ability to handle confidential issues with tact, diplomacy and confidence.
  • Proven ability to use initiative wisely and to act decisively; able to “think on feet”.

 

 

Compensation:

 

Position Grade: SH-07

Rate of Pay: $32.01-$37.65

 

Hours of Work:

 

This is a limited term position ( 18 months until January 13, 2023). The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.  Flexibility in hours will be required, including evening and/or weekend work due to meetings and events.  When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

 

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

 

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-Apply-/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a CV and letter of introduction will be required in electronic form.


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