Development Coordinator, Department of Development - Queen's University

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Reporting to the Chief Development Officer (CDO), and as a member of the Development Advancement Team, the Development Coordinator, Development, helps foster long-term relationships with donors through a combination of administrative and strategic support in all areas including fundraising and institutional development activities, stewardship and donor relations, departmental communications, and special events within the Office of Advancement. Duties include liaising with Deans, Department Heads, Office of Advancement staff, and the broader university community to formulate and implement strategies compatible with a very diverse fundraising environment.   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.  This position also has direct responsibility for the handling, storage, management, and disposal of highly sensitive and confidential strategic and human resource (HR) materials such as performance evaluations and confidential employee files.


  • Assists with the development of fundraising goals and strategies which map upon the strategic directions and needs of the department and the university. In consultation with team members, develops and supports logistics for implementing plans.
  • Leads the planning, maintaining and managing of the CDO’s schedule. Plans schedule with a view to prioritizing meetings; rearranges and defers meetings as required when urgent matters arise; refers requests to other offices when needed. Ensures the CDO receives all relevant materials and is prepared for all meetings to be attended.
  • Identifies, evaluates, and differentiates prospective donors, and performs detailed analysis of prospect pools and fundraising projections.
  • Under the direction of the CDO, determines which individuals, corporations, and/or foundations are suitable for cultivation and solicitation, and assists with the establishment and maintenance of contact through written, telephone, and personal communication.
  • Plays a key role in completion of donor proposals and briefing notes in support of key solicitation opportunities. Assists with pre/post visit planning and follow-up including updating all contact reports and solicitation activity on the Advance database.
  • Serves as a liaison between various units, programs, and individuals to determine the appropriate processes for supporting ongoing and new fundraising initiatives in the Development Office. Makes recommendations for improvements in fundraising initiatives and implements, based on feedback from clients and stakeholders associated with process outcomes.
  • Fosters a welcoming and inclusive atmosphere, providing frontline support to the office.
  • Maintains effective communication with other departments throughout the community, and with all appropriate external bodies.  Effectively manages inquiries and special requests for successful completion.
  • Participates in the identification, 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 donor 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 mail merges for invitations; creates table cards, name tags, RSVP lists and any other materials required; prepares, vets and distributes 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).
  • Works with the Finance Assistant to administer Department of Development accounts and budget activities. Monitors and reconciles departmental accounts; coordinates financial processes; reconciles invoices and VISA statements; and processes financial transactions when needed.  
  • Coordinates and supports meetings; prepares and circulates notices, agendas, and background materials; books guests, rooms, equipment, and supplies.  Attends meetings to record minutes, transcribes, and circulates. 
  • Coordinates fundraising 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 letters for signage in support of various programs; working with Advancement Communications and Marketing to update the Development Advancement web pages.
  • Maintains confidential files containing sensitive materials related to organizational strategic plans; operational funding initiatives, donor sensitive correspondence, and personnel files including hiring materials, employment contracts, and all other employee-specific confidential HR documents. 
  • 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, presentations, letters and invitations for university administration, volunteers, top donors and prospects.
  • Provides administrative support and coordination to the Principal Gifts Unit.
  • Administers timekeeping for the Department of Development, ensuring accurate and timely entry.
  • Undertakes other coordination and administrative duties as delegated in support of the unit or department.


  • 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 a wide variety of special 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.


  • 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. 
  • 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.
  • 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.


  • Frequent decisions regarding management of the CDO schedule, including determining the urgency of a request, the feasibility of delegating the request to another unit, prioritizing meetings and calls, rescheduling appointments, etc.
  • Decides the most appropriate and efficient arrangements for travel, maximizing the CDO's time and ensuring the best use of university funds.
  • In consultation with the CDO , determines what information is newsworthy and valuable for furthering alumni engagement and donor solicitation strategic objectives.
  • Reviews content of various materials, including briefing notes, agendas, project plans, web content, meeting materials and reports.
  • Drafts fundraising approaches for review, by the fundraising team, based on sound fundraising principles and the best interests of the university.
  • 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.
  • 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.
  • 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 accounting/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.


Closing Date: August 11, 2019