Advancement Coordinator

COVID 19 OnCampus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in inperson University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens 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.

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Job Summary

Reporting to the Associate Director (AD) Advancement Administration with functional accountability to the assigned business unit the Advancement Coordinator provides comprehensive administrative logistical and operational support to a member of the Advancement Leadership Team (ALT). This role ensures an advanced level of coordination is provided in the daytoday administrative services of the ALT member office including administrative and executive support process and systems coordination Advancement and fundraising support event and meeting coordination to optimize the effectiveness of the assigned portfolio. The Advancement Coordinator plays a critical role in coordinating crossfunctionally liaising with Advancement teams university leadership alumni donors and external partners. This position requires strong organizational skills independent decisionmaking service orientation and strict adherence to confidentiality while handling sensitive information and highpriority initiatives. 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 calendars meeting materials performance evaluations timekeeping and confidential employee files.

While the Advancement Coordinators are assigned to a specific ALT member and business unit the role is designed to be flexible to accommodate reassignments based on organizational needs. Occasional work flexibility is needed to meet the demands of the office.

Job Description

DUTIES AND RESPONSIBILITIES:

Administrative and Executive Support
Provides highlevel administrative support to the assigned ALT member and business unit as appropriate managing daily workflow to ensure efficiency and effectiveness.
Serves as a primary point of contact for the ALT member handling highlevel inquiries with professionalism and discretion. Uses sound judgment redirects tasks not requiring senior management involvement and proactively researches and compiles facts for those that do.
Works collaboratively with the other Advancement Coordinators across Advancement to ensure seamless scheduling and alignment of the ALT members highpriority meetings strategic initiatives and leadership commitments. Proactively identifies and resolves scheduling conflicts to optimize the ALT members time and ensure effective coordination across portfolios.
Supports the assigned ALT member in managing their donor and prospect portfolio by coordinating timely followup on solicitation strategies cultivation activities and stewardship actions. This includes overseeing pre and postvisit planning ensuring comprehensive followup and maintaining accurate and uptodate contact reports solicitation activity and engagement records in Advancement databases.
Supports the Associate Director Advancement Administration and provides leadership guidance and peer mentorship to administrative staff across Advancement to ensure consistent standards accountability and seamless administrative coordination. Serves as backup support to the AD as required.
Prepares and distributes reports presentations meeting materials and correspondence as required ensuring accuracy and professionalism.
Arranges travel and accommodation for the ALT member and others as appropriate ensuring compliance with university travel and finance policies. Prepares detailed itineraries manages logistical arrangements and facilitates the timely processing of expense claims and reimbursements.
Supports financial processes within the unit including assisting with budget preparation processing expense requisitions travel expenses purchasing and reconciling accounts ensuring compliance with university policies.

Human Resources Support
Assists with recruitment scheduling and leads the coordination of onboarding plans for the ALT members new hires ensuring technology setup training schedules and meeting obligations are efficiently managed.
Maintains an uptodate inventory of staff members manages unitspecific email and teams lists and updates organizational charts as required.
Administers accurate and timely timekeeping and enters casual contracts into Human Resources (HR) PeopleSoft.
Maintains confidential records ensuring compliance with university policies and privacy regulations. This includes sensitive HR documents including hiring materials employment contracts performance evaluations and other employeerelated records with the highest level of discretion.
Maintains and tracks training records for the unit ensuring staff compliance with required training and professional development opportunities.
Serves as a backup for the other Coordinators within Advancement as needed.

Event and Meeting Coordination
In coordination with the AD serves as the primary liaison with external officesincluding the Principal Provost and Chancellorto coordinate scheduling and secure senior leadership participation in Advancement meetings and events. Manages complex scheduling needs with discretion and ensures alignment with institutional and Advancement priorities.
Coordinates Advancementwide and unitlevel meetings including Advancement Enhancement Days ensuring accurate scheduling and professional .
Assists in planning and logistics for Advancementwide meetings and initiatives as needed.

Process and Systems Coordination
Manages the Advancement internal newsletter overseeing content collection formatting scheduling and distribution to align with organizational priorities.
Liaises with Advancement teams and other university offices to streamline workflows optimize approval processes and enhance process efficiency. Tracks timelines monitors progress and proactively identifies and resolves bottlenecks to maintain smooth and timely .
Supports data governance compliance and quality efforts while managing records databases and digital filing systems including reviewing and updating information within Advancement databases to ensure accuracy accessibility and efficiency.
Assists with the management and maintenance of the Advancement intranet ensuring content is relevant up to date and accessible.

Other Responsibilities
Coordinates the Heney and Flynn award nomination process and facilitates engraving and distribution of the Flynn award.
Assists with work study postings and projects including coordination and to optimize student opportunities and productivity.
Oversees space management responsibilities including coordinating building access office relocations and repairs and liaising with campus facilities services to address physical space needs.
Undertakes other duties as required in support of unit and/or department.


REQUIRED QUALIFICATIONS:
University degree.
Minimum three years of proven experience in administrative coordination project management and/or executive support preferably in higher education or an institutionally relevant setting.
Proven ability coordinating multiple projects tasks and competing priorities while meeting deadlines and maintaining accuracy.
Strong writing editing and professional communication skills.
Proficiency in administrative and reporting systems and databases including Windows Microsoft and internet tools. An aptitude to learn new software applications considered an asset.
Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Embodies Advancements core values of Integrity inclusivity accountability collaboration and service.
Exceptional service orientation creating an environment in which concern for client satisfaction is a key priority. Adapts service orientation to meet the needs of diverse audiences.
Fosters a climate of inclusion integrating diverse perspectives into Advancement strategies and solutions.
Superior organizational and time management skills balancing competing priorities with a high degree of initiative selfmotivation independence and judgment.
Strict attention to detail and exceptional accuracy ensuring quality and mitigating reputational risks.
Strong problemsolving skills; exercising diplomacy discretion and maturity. Recognizes when to escalate issues or involve others in decisionmaking.
Excellent written and verbal communication with the ability to engage effectively across diverse constituents and build strong relationships. High level of tact discretion and confidentiality in handling sensitive information.
Innovative resourceful and proactive with the ability to work independently and take initiative.
Ability to effectively compile and synthesize information from multiple sources to inform decisions improve processes and support operational efficiency.
Knowledge of project management principles practices techniques and tools.
Takes initiative to improve processes and create greater work efficiency.
Ability to maintain confidentiality; as much of the work and records are confidential discretion is required.

DECISIONMAKING:
Determines priorities for the ALT members schedule balancing competing demands and highlevel commitments.
Determines how to handle inquiries and requests deciding when to escalate or refer matters for resolution.
Manages meeting logistics and resolves scheduling conflicts ensuring alignment with priorities and availability.
Selects and applies appropriate research methods to retrieve and analyze data for reports projects and decisionmaking.
Decides the most appropriate and efficient arrangements for travel maximizing the ALT members time and ensuring the best use of university funds.
Decides how to prioritize conflicting demands and nonnegotiable deadlines to ensure deadlines are met or proactively recognizing when there is a risk of missing a timeline including who should be informed and called upon to provide timely supplemental support.
Recommends and implements process improvements to enhance administrative efficiency and Advancement operations.
Drafts various materials including briefing notes agendas project plans web content meeting materials presentations and reports.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is committed to employment equity and diversity in the workplace and welcomes applications from women visible minorities Aboriginal Peoples persons with disabilities and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .