Advancement Office Coordinator

DUTIES

RESPONSIBILITIES

• Write proposals, donor solicitation letters, phone calls, face-to-face meetings, and grant application forms to secure sponsors for Advancement events.
• Works with the Advancement office in the production of the annual awards events.
• Assists in gathering and tracking of Foundation donor prizes; completing appropriate gift in kind forms; overseeing all TRU foundation silent auctions.
• Assists in the set-up and planning of Foundation, Alumni & University events; maintaining and creating RSVP / registration contact for TRU events and fundraisers. Data input and extraction in Banner Advancement. Surveys sent after events and data compiled for event debrief meeting.
• Works with committees of volunteers to develop prospects to approach for sponsorship on various events (phone calls & face-to-face meetings).
• Responsible for making sure committed sponsorship funds are received. Works with the Banner system to send pledge sponsorship pledge acknowledgements, reviews sponsorship pledge activity report monthly and sends pledge reminders as required.
• Gathers information and produces reports, statistics, newsletters, spreadsheets and charts.
• Train and coordinate the work of auxiliary, work-study students and co-op students as required.
• Provides administrative support to the Advancement Office by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems; handles sensitive material.
• Performs clerical duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Department, word processing a variety of correspondence, contracts and agreements.
• Schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings for various employees within the Advancement Office.
• Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.
• Sets up and maintains a variety of records and files including files containing confidential and / or sensitive material such as personnel matters and salary issues; maintains office supplies inventory.
• Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and may assist in coordinating events and activities.
• Assists with maintenance and updates TRU Foundation Facebook account and website.
• Receives donations for Foundations, payment for Advancement events and fundraisers; reconciles credit card statements.
• Acts as liaison for divisional facilities and equipment concerns.

REPORTS TO

Executive Director, Advancement

QUALIFICATIONS

EDUCATION

EXPERIENCE

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

WORKING CONDITIONS

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.