Description
The The Institutional Development team within VP Development and Alumni is currently seeking a Full-time Regular Coordinator.
The Institutional Development team located within the Office Development and Alumni implements a focused strategy for gifts in the $250,000+ range, and includes the departments of Corporate and Foundation Relations, Student Awards, and Legacy Giving. The function manages the university's relationship with community members who have multiple philanthropic interests, community influence and/or capacity for leadership gifts. The impact of decisions made are University-wide.
This position reports to the Director, Corporate and Foundation Relations. The Coordinator supports the overall goal of this portfolio by providing administrative support to the Institutional Development team.
The Coordinator will provide administrative support with emphasis on decision-making and highly developed organizational skills and the ability to anticipate needs, plan, organize, coordinate, and perform work with no or very little direction. Strong time management skills, the ability to set priorities and to manage and prioritize multiple tasks to deadline are a must.
The Coordinator will also provide administrative support to the Institutional Development team and maintain the day-to-day operations of the office where the Institutional Development team is located.. Additional support of colleagues in the Development office at large may be required.
The successful candidate will possess maturity, self-confidence and poise to deal appropriately with a wide variety of people from the student level to high-profile community leaders and dignitaries and display a strong work ethic in all assignments which may vary from routine tasks to complex projects.
The position has a high volume of work driven by constant deadlines. The Coordinator has access to highly sensitive and confidential information, and interacts with key internal and external stakeholders,
Early morning, evening and weekend hours are, on occasion, required.
Summary of Key Responsibilities (job functions include but are not limited to):
- Organizing strategy for and securing key meetings with high-level internal and external stakeholders. This may include the creation of briefing notes and presentations.
- Ensuring the day-to-day operations of the Institutional Development office, including but not limited to monitoring and ordering supplies, managing a cleaning schedule, etc.
- Processing donations, sponsorships, and donor designations in accordance with development office procedures - submission of Gift Designation Forms, processing of Gift Agreements, Checklists and Terms of Reference.
- Ensuring accurate updates in BBCRM in a timely manner.
- Sound financial management of donor designations, requiring the establishment of suspense accounts and collaboration with university financial services, faculty finance staff, student awards and financial aid and the development office treasury to allocate money to correct accounts.
- Coding records of engagement from team briefing and contact notes into the database in appropriate fields.
- Extracting relevant information from contact reports to create, code and update records of engagement appropriately.
- Conducting preliminary research on identified prospects and donors including biographical and philanthropic interest and coding the information on the prospect record for use by development staff.
- Maintaining up-to-date documentation on prospect and donor record, ensuring that it is comprehensive and current.
- Manages and schedules the calendar of the Executive Director, Institutional Development.
- Supports the Institutional Development team at large. Assist with onboarding of new employees and monthly expense reconciliation.
- Oversees the weekly Donor Gift Acknowledgement for all team members.
- Supports expired asset management and support of stewardship reports.
- Other duties as assigned.
Qualifications / Requirements:
- -University degree or related education preferred and a minimum of 2 years directly related experience, preferably in a fundraising or post-secondary educational setting.
- 3 to 5 years of progressive client and/or customer service experience in an organization.
- Excellent computer skills including database/information management with particular experience using Raiser's Edge, CRM tools and MS Office applications.
- Familiarity with the principal tools and techniques for development moves management.
- Experience in higher level data functions including queries, exports, imports and mail merge.
- Strong support of gift development process through accurate and thorough gift documentation.
- Strong organizational and time-management skills, attention to detail and accuracy.
- Ability to multi-task, prioritize and meet deadlines.
- Superior interpersonal communication skills, both verbal and written. Strong business writing skills are required. Good listening and interpretive skills are required.
- Demonstrated professionalism, tact and maturity in handling highly sensitive and confidential information ethically and with discretion.
- Able to work well under pressure, in an environment with daily deadlines.
- Ability to work both independently and as part of a team and to work effectively in a large, complex, dynamic and sophisticated organization.
- Knowledge of basic office equipment such as photocopiers, fax machines and printers.
- Able to remain positive and confident under pressure.
- Able to build good relationships with internal and external stakeholders.
- Must have the ability to deal with frequent interruptions in a cooperative and professional manner.
- A high level of knowledge and understanding of University policy and procedures would be a definite asset.
- Must be open to learning and development, and be willing to accept new challenges and assignments.
- Understands and maintains confidentiality, demonstrating diplomacy and good judgment
- Experience in a fund development office is an asset. Knowledge in development practices and the processes and functions of the units within, also the systems utilized for day to day business; Raisers' Edge, Net Community, Development Request System and SharePoint will be an asset.
- Ability to manage and deliver assigned special projects on time.
Application Deadline: August 4, 2025.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
