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Development Coordinator, Advancement Regional Strategy - Contract / Contrat

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Queen's University

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Industry Sector: Social Services/Education / Services sociaux/ Éducation

Organization Description:

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. 

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Listing #5319

Development Coordinator, Advancement Regional Strategy • Contract / Contrat

Date Posted: 12 Feb 2020

Application Deadline: 24 Feb 2020

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire 45,001 TO 55,000

Language Requirements: English / Anglais

Job Description:

Reporting to the Director, Advancement Regional Strategy, and as a member of the Alumni Relations and Annual Giving Team, the Development Coordinator, Advancement Regional Strategy, helps foster long-term relationships with alumni and donors through a combination of administrative and strategic support in the Office of Advancement. Duties include liaising with a variety of stakeholders at all levels to support the development and implementation of strategies compatible with a very diverse fundraising environment, with a focus on Regional Strategy, and coordinating strategic meetings with donors and key volunteers for the Principal, Vice-Principal (Advancement), and other senior university leaders, including engaging directly with the top-level of donors to the university on behalf of these senior university leaders. The incumbent brings strategic experience gained from working in a progressive fundraising and volunteer driven environment to support individuals, programs, and projects that serve to maximize donor support.


  • Books top-level strategic Advancement meetings on behalf of the Principal, Vice-Principal (Advancement) and other university leaders as requested; assists with the establishment and maintenance of contact through written, telephone, and personal communication on behalf of and representing the Principal, Vice-Principal (Advancement) and other senior university leaders; and prepares briefing notes and other materials in support of key Advancement opportunities. Assists with pre/post visit planning and follow-up including updating all contact reports and solicitation activity on the Advance database.
  • Effectively liaises with the Vice-Principal (Advancement) office to ensure smooth and error-free meeting and trip planning including long-term scheduling, meeting booking, and meeting materials for the Principal, Vice-Principal (Advancement), and other senior university leaders. Develops and reviews processes and procedures to support the coordination with the Vice-Principal’s office
  • Acts as a liaison with Faculty Advancement teams and other Advancement partners on matters relating to meeting logistics, support material requests, and information sharing as it relates to donors and volunteers under management by Executive Directors and Development Officers, including maintenance of meeting request tracking documents, calendars and visit reports.
  • Supports management of the Director’s schedule and administrative assistance and provides administrative support and coordination to the Advancement Regional Strategy Unit.
  • Supports processes and projects to identify, evaluate, and differentiate prospective donors, performs analysis of prospect pools and fundraising projections, determining who is suitable for cultivation and solicitation, and supports the planning and implementation of trips to advance alumni and donor engagement by the Interim Associate Vice-Principal (Alumni Relations & Annual Giving) and the Advancement Regional Strategy Unit.
  • Serves as a liaison between various units, programs, and individuals to determine the appropriate processes for supporting ongoing and new fundraising initiatives in Advancement. Makes recommendations for improvements in fundraising initiatives and implements, based on feedback from clients and stakeholders associated with process outcomes.
  • Participates in the development and delivery of key fundraising events, and works to enhance these opportunities through goal setting, marketing and logistical planning. Ensures events are delivered on time, within budget, and with a high degree of satisfaction. Prepares an event budget and timeline; produces invitations; performs data compilation from Advance; liaises with suppliers, faculty and staff, volunteers, prospects and donors; prepares invitations; creates event materials as required; prepares, distributes and compiles surveys; provides on-site support for events as requested; and works effectively with internal and external event suppliers to reach optimum event solutions and services.
  • Liaises with volunteers, faculty and staff to coordinate and execute solicitations. Reviews content for compliance to appeal logistical standards; generates appeal codes based on appeal specifications and ensures appropriate opt-outs/mail codes are used; exports mail lists from Advance based on requirements; liaises with Advancement Services, printing and other suppliers and makes recommendations on the most cost-effective route; distributes mass appeal emails using e-communication platforms; and uploads data onto Advance in order to track appeal performance (gift account information, contact reports, notes, interest/activity codes).
  • Coordinates with the Advancement Finance office Advancement Regional Strategy accounts and budget activities. Meets requirements established by the Advancement Finance Office. Performs financial and accounting duties as needed in support of the office, including the preparation of unit travel claims.
  • Coordinates and supports meetings; prepares and circulates notices, agendas, and background materials; books guests, rooms, equipment, and supplies. Attends meetings to record and circulate minutes.
  • Coordinates processes for the office, including arranging and coordinating travel and accommodations; researching and mapping geographical areas for donor and alumni visits; running regular reports and circulating results; preparing regular correspondence in support of various programs; working with Advancement Communications and Marketing to update web pages, as needed.
  • Works collaboratively with Gift Services, Donor Relations, and other colleagues in the creation of Advancement Gift Acceptance Sheets (GAS).
  • Provides superior computer support to prepare professional reports, proposals, graphic presentations, letters and invitations for university administration, volunteers, alumni, top donors and prospects.
  • Fosters a welcoming and inclusive atmosphere, providing frontline support to the office.
  • Undertakes other coordination and administrative duties as delegated in support of the unit or department.


  • Strict attention to detail and accuracy, with an appreciation for the implications of errors on the reputation and credibility for the university, and the Office of Advancement.
  • Superior interpersonal, communication and presentation skills to gather information and deliver key messages accurately and with empathy to alumni, students, parents, faculty, staff, donors, volunteers, and third-party service providers.
  • Strong writing, editing, spelling, and grammar skills. Ability to easily change writing styles and alter and repurpose text to fit the audience and voice of the intended communication.
  • Well-developed research, analytical and computer skills necessary to compile, analyze, interpret and summarize large amounts of information and apply it effectively in operational requirements.
  • Excellent time management, program management, and organizational skills. Ability to prioritize among many competing demands, work effectively under pressure, and remain focused on key objectives in managing resources. Ability to multi-task and meet needs in a prioritized and strategic fashion.
  • Strong customer service focus with a proven ability to establish and maintain effective working relationships with a broad range of internal and external audiences.
  • High level of tact, discretion and confidentiality, with the ability to respond to sensitive and/or controversial situations.
  • Ability to win cooperation, to facilitate groups of people to work toward, and succeed in shared goals. Ability to foster strong collaborative relationships. Advising skills.
  • Strong degree of flexibility, initiative and resourcefulness to work independently, or as part of a team.
  • Highly motivated and strategic thinker.
  • An understanding of the major issues that impact upon the reputation of Queen’s and its learning environment.


  • Decides the most appropriate approach and optimal ongoing connection with key donors and volunteers.
  • Evaluates and makes effective decisions to update stakeholders with the appropriate information at the appropriate time.
  • Prioritizes conflicting demands to ensure deadlines are met. Decides how to best coordinate time and effort between various projects. Determines options or range of solutions to problems where no clear guidelines exist and completes work within necessary timelines.
  • Reviews content of various materials, including briefing notes, agendas, project plans, web content, meeting materials and reports.
  • Provides recommendations for project enhancements to maximize relationship building and fundraising opportunities.
  • Reviews internal and external inquiries and directs them to the most appropriate individual or unit.
  • Determines, in conjunction with other staff, when it is appropriate to involve senior managers and administrators in fundraising initiatives.
  • Recognizes when to call on other staff members in the Office of Advancement including the Department of Development; Advancement Services; Advancement Communications, Marketing, Events and Donor Relations; and Alumni Relations & Annual Giving to take advantage of their expertise.
  • Anticipates, analyzes, and solves administrative problems within guidelines as they arise, and implements solutions on how best to respond to the needs of alumni, volunteers and donors; alone or cooperatively.




  • University degree, preferably at the honours level.
  • Minimum three years of proven experience in fundraising and project management, preferably in an educational setting.
  • Experience interacting with donors and volunteers, preferably in an educational environment.
  • Demonstrated successful experience in coordinating multiple projects and tasks, while meeting deadlines and maintaining accuracy.
  • Demonstrated ability to effectively research, write and edit to deadlines for a variety of specialized communications materials (briefing notes, agendas, project plans, web content, meeting materials, mailings, announcements, and solicitation materials) for print, web, and e-communications.
  • An understanding of accessibility issues, and federal and provincial legislation pertaining to electronic communications regarding accessibility, privacy and electronic security and anti-spam.
  • Experience in planning and staging events that support relationship-building, preferably in an educational setting.
  • Advanced knowledge of operating systems including Windows, Microsoft, e-communication platforms, Qualtrics, Advance, and Internet tools for data and statistical analysis. An aptitude to learn new software applications is an asset.
  • Knowledge and understanding of Queen's culture and organization will be considered an asset. Familiarity with a broad range of university policies and procedures; sound knowledge of the university’s administrative, financial, academic and governance structures.
  • Consideration will be given to an equivalent combination of education and experience.

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