Department: Student Affairs 

Job Type: Limited Term

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

Campus: Waterloo 

Reports to: Alumni Engagement Manager, Student Affairs 

Employee Group: WLUSA 

Application Deadline: June 17, 2025

Requisition ID: 9449 

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 locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict.  Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

Please note: To be eligible for employment, you must reside in the province/territory that the position is located, and must be able to attend campus as part of your regular work schedule. 

Position Summary

The Development Coordinator, Student Affairs will report directly to the Alumni Engagement Manager Student Affairs and supports the team including the Director of Development for Student Affairs with the strategic execution of fundraising campaigns, and other related alumni engagement to advance Laurier’s mandate to inspire lives of leadership and purpose.

The Development Coordinator, Student Affairs coordinates a variety of activities and support co-ordination of fundraising, donor and alumni engagement initiatives within Student Affairs. This includes, monitoring priority timelines, key deliverables, and deadlines, planning and executing stewardship events, coordinating the preparation of meeting and event materials, coordinating meetings and other activities, and monitoring revenue and related targets.

An important aspect of this position is supporting relationship management and fostering good relationships across the university. The Development Coordinator, Student Affairs is required to have a good working knowledge of the university structure in order to be responsive to both external and internal stakeholders. Unique to this role, the Development Coordinator, Student Affairs supports in key relationship management including the management of two granting programs with the university's largest donors, Students’ Union and Graduate Student Association, which grants anywhere from $400,000 to $1.5 million+ annually.

This role has a university-wide mandate and travel to other campuses and locations may be required to attend meetings or events.

Accountabilities

Administration

• Supporting relationship management of prospects and donors by arranging meetings, preparing notes and key documentation in preparation of meetings and attending meetings when necessary
• Creates contact reports when applicable, reviews all Strategic Initiatives team contact reports to ensure proper recording of information, updates contact information with the PMR team when needed, enters contact reports and notes into Banner
• Completes documentation for gifts and pledges to the university, working with the PMR team and SDR team when necessary to ensure all paperwork is completed and filed into our system correctly
  • When new gift terms are created by PMR, the Development Coordinator supports with liaising with the donor when needed and ensuring updates are made to the documentation in a timely manner
• Supports with the donor cycle (Identification to stewardship)
• Communicates with and manages all inquiries and concerns over the phone, email and in person with a wide range of internal and external stakeholders i.e. donors, prospects, alumni, volunteers, students, faculty and staff.
• Supports the stewardship of our donors by pulling Donor and Student notification letters, editing letters as needed and sends the letters out in the mail or via email to the donor
• Provides all general administrative duties including; arranging room bookings and conference lines, onboarding new staff members, managing and ordering supplies including letterhead and business cards, creating donor correspondence, communicating with and/or completing necessary forms with internal partners
• Completes P Card reports using CentreSuite and fills out financial forms including the travel expense form, out of pocket expense form and uses Shop Laurier to receive payment for invoices due.
• Creates, edits and maintains prospect and donor folders
• Prepares, handles and delivers confidential information/documents.
• Participates in all department meetings and team meetings, compiling any necessary documentation and taking minutes when required.
• Maintains the knowledge of the University and current issues to handle all concerns in a professional, diplomatic and tactful informed manner.
• Manage administrative tasks for all Student Affairs Development team stewardship and Engagement events and celebrations as well as internal team building activities
• Collaborate with colleagues in Advancement Services to ensure the integrity of alumni and donor records
• At times, schedule meetings with key prospects for the President, dean, 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 Director and Manager.
• Serve as a point of contact with donors; engage with donors over the phone, through email and in-person; and facilitate gift renewals as required.
• Takes minutes for meetings
• Travels when needed for events and meetings
• Supports with any program needs I.e. Word, excel, PowerPoint, banner, cognos, imodules, etc

Co-ordination and Support

• Anticipate the needs of the Director, Development by proactively and continuously reviewing and adjusting priorities as required to meet overall strategic objectives; Works within the teams calendars to ensure no conflicts, assesses commitments and priority, flags any concerns or work required with meetings, prepares any meeting materials required, book donor meetings.
• Proactively assist with the strategies for next actions and follow-up with key prospects in the portfolios of the Director, Development and Manager. Provides weekly reporting to the team using Cognos, creating and manipulating and sending out upcoming actions to support in keeping the team on task and assisting with the completing of upcoming actions when necessary; pulling forecasting to ensure all funds are submitted correctly as well as assessing key prospects to follow up with and completes constituent research projects when requested
• Take the lead in planning stewardship events, gift announcements, etc. in collaboration with the Director, ADs, DO, and other partners as required (e.g. faculties, President’s office, etc.)
• Co-ordinate all aspects related to donor and prospect meetings, events and programs
• Attends conference calls with donors, faculty and staff
• 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 in, or know where to find information on, policies and procedures of the university as well as a professional representative of the team;
• Support coordination in collaboration with the Director and Manager, the development and implementation of personalized and strategic donor identification, cultivation, solicitation and stewardship strategies to identify and incorporate new donors in the campaign 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;
• Support the 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 on a regular and as needed basis. This includes report preparation and forecasting
• In conjunction with the Director, and Manager, prepare briefing notes for meetings with prospective donors;
• Enters and adjusts contact reports and other donor and prospect information into Banner for the Director and Manager to ensure data integrity
• Pulls Donor and Student notification letters, edits letters, created adobe file and sends the letters out in the mail or via email
• Enters in pledge reminders into Banner
• Creates pledge reminder emails to the donors
• Collaborate with colleagues in Advancement Services to ensure the integrity of alumni and donor records;
• At times, schedule meetings with key prospects for the President, deans, 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 Director and Manager
• Preparing fundraising update documents, supporting other cultivation and stewardship events, etc.
• Serve as a point of contact with donors; engage with donors over the phone, through email and in-person; and facilitate gift renewals as required.

Event Planning

• Acts as the lead administrative member for the Student Affairs Development Team’s Gift Announcements and celebrations
• Booking team building activities for the internal team at the direction of the Director
• Partnering with Comms for internal and external communications as well as the OOTP when needed; social media requests, annotated agenda, invitations, any additional collateral
• Arranges website page creation for event when applicable and manages registration
• Manages guest list creation working across departments to ensure all guests are included, when needed, manages VIP registration over email
• Responsible for meeting coordination and preparations
• Delegating work to the co-op student, ie printing name tags, when needed
• Creates and distributes day of schedule and staffing plan, training volunteers when necessary to support with the event
• Arranges key event details including venue, catering, AV, rentals, schedule, etc
• Updates files, keeps records on event and puts key data into banner
• Reviews need for any vendors (awards, tables, coat racks, signage)
• Responsible for registration transactions and reporting.
• Responsible for assisting internal and external customers with questions and/or registering online.

Project Coordination & Management

• Function as project coordination support on specific initiatives under the direction of the Director and Manager, working regularly with stakeholders across the university;
• Liaise with project resources, consultants and other stakeholders;
• Determines and sets the project timelines according to the University term schedule
• Manages all follow up work required for verification of fund decisions with Student Union and GSA
• Assist with the preparation of project documentation such as plans and status updates;
• Assists with preparation of project documenting I.e. critical path, communications and status updates.
• Provides tracking, reporting and oversight.
• Projects include Student Life Levy & Graduate Enhancement Fund
• Provide project tracking and oversight

Qualifications

• Minimum secondary school with one year post-secondary coupled with more than 2 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”.

Hours of Work

This is a Full-time, Limited-term opportunity with an anticipated end date of September 4, 2026. The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to programming and events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation 

Level: D

Rate of Pay: $37.22 to $39.35 per hour with an annual step progression on anniversary date up to $42.54 per hour. 

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

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 resume and cover letter will be required in electronic form.