Advancement Coordinator, Athletics and Recreation
City : Waterloo, ON
Category : Temporary
Industry : Education
Employer : University of Waterloo
Overview:
Term: 1 year
Accountable to the Senior Development Officer, Athletics & Recreation, the Advancement Coordinator – Athletics & Recreation is responsible for the administrative, financial and event support related to advancement activities and programs on behalf of Athletics & Recreation and the University of Waterloo. He/she will work closely with other members of the Department of Athletics & Recreation including senior leaders and varsity coaches as well as the Office of Advancement, to support all Advancement activities within Athletics & Recreation.
Responsibilities:Design and development of donor-related materials
- Develops materials for donors, prospects and alumni
- Develops briefing notes and packages for the Senior Development Officer, Athletics & Recreation and other senior University Administrators such as the Director of Athletics & Recreation or VP Advancement who may be meeting with a prospect
- Mines database (Raiser’s Edge) for research to prepare meaningful reports in support of the briefing notes
- Maintain and update the website/s as it relates to advancement activities and priorities
- Liase with Annual Giving team regarding annual giving appeals and solicitations, Adopt-a-Warrior program, call centre, etc.
- Drafts scholarship agreements, requesting input from internal departments and coordinating until document is signed off by all parties
- Manages gift acknowledgement/donor recognition process, including Athletic Financial Awards (AFA’s) stewardship program and Adopt-a-Warrior donor recognition process
- Researches and writes some stewardship reports
Systems, processes, and records
- Takes the initiative to manage projects and systems improvements for areas such as scholarship renewals, procedural flow for agreements and sponsorships to maximize efficiency and maintain accurate and timely follow up
- Prepares and updates database notes following contacts with donors, prospects and alumni in order to maintain central record accuracy
- Arranges and attends meetings, books facilities, prepares agendas, takes minutes from meetings and initiates follow up on action items
- Maintains an up-to-date inventory of all AFA’s – hard and electronic
- Supports varsity teams with alumni and donor communications
Event Management
- Takes the lead in Advancement event management and works closely with Marketing, Events & Outreach Manager, Athletics & Recreation, alumni relations, advancement, or other units to execute events. Examples of events include donor stewardship events, room and building naming events, geographical alumni events, and donor/alumni engagement at existing Athletics & Recreation events (i.e. varsity competitions, President’s Golf Tournament, Hall of Fame events, etc…)
- Takes the lead in organizing campus visits to Athletics & Recreation by prospects, corporate leaders and alumni in conjunction with Advancement team members
Administrative Support
- Serves as point of contact for fundraising volunteers, sets up calls and coordinates multiple participants’ calendars in various locations globally
- Tracks activity, responses, requests for information and reports and produces database entries and notes
- Manages calendar and travel itineraries for members of the Athletics & Recreation Advancement team, including volunteers
- Manages cheque requests, purchase orders, travel and other paperwork as required
- Ensures accuracy and input of all status/meetings notes to Raiser’s Edge
- Maintains top prospect lists and annual calendar of events and updates and distributes as necessary
- Processes travel claim and expense forms
- Assists with tracking the progress of funding (or liaise with finance officer on advancement related funds)
- University degree or equivalent post-secondary education and/or experience required
- Several years of administrative experience in a complex, dynamic and fast-paced environment
- Experience in development, alumni, and/or athletics environments an asset
- Independent judgment in areas of time management, task prioritization and decision-making
- Proven ability to manage a large volume of work, conflicting priorities and deadlines
- Exceptional verbal and written communication ability
- Intermediate experience with online calendaring and email systems
- Intermediate experience with Microsoft Word including references and mail merge
- Advanced experience with Microsoft Excel, including features such as databases and pivot tables
- Basic experience with SharePoint and web content management software
- Intermediate knowledge and experience with Raiser’s Edge
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.