University of Waterloo

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Advancement Coordinator, Science Advancement

Advancement Coordinator, Science Advancement

Requisition ID 
Job Category  
3350 - Dean of Science Office
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$44,335 - $55,419

More information about this job


Term: 18 months


The Advancement Coordinator is responsible for providing operational coordination and support to the Faculty’s development, fundraising, and alumni relations. Under the direction of the Director of Advancement, the Advancement Coordinator is a vital member of the Science team and its success in engaging donors and volunteers to meet priorities through advancement. The Advancement Coordinator will work in a dynamic team environment with a particular focus on donor and prospect coordination and relations; event coordination; and, Faculty and central advancement liaison. 



Design and development of donor-related materials (Donor Coordination)

  • Develops materials for donors, prospects and alumni
  • Develops briefing notes and packages for the Science Development Group and other senior University Administrators such as the Dean of Science or VP Advancement who may be meeting with a prospect
  • Mines database (Raiser’s Edge) for research to prepare meaningful reports in support of the briefing notes
  • Maintain and update the website/s as it relates to advancement activities and priorities
  • Liaise with Alumni and Annual Giving team – including the call centre - regarding annual giving appeals and solicitations
  • Drafts letters of interest, proposals, and gift agreements requesting input from internal departments/schools and coordinating until document is signed off by all parties
  • Manages gift acknowledgement/donor and donor recognition processes
  • Maintains an up-to-date inventory of all scholarship files – hard and electronic Distinguished Alumni and Alumni of Honor, Honorary Doctorate, and external award nominations
  • Researches and drafts donor relations notes, and donor related development and stewardship reports and letter

Systems, processes, and records (Development, Donor Relation)

  • Proactively manage projects and systems improvements for areas such as gift renewals, procedural flow for agreements and sponsorships to maximize efficiency and maintain accurate and timely follow up
  • Prepares and updates database notes following contacts with donors, prospects and alumni in order to maintain central record accuracy.
  • Arranges and attends meetings, books facilities, prepares agendas, takes minutes from strategy, donor and volunteer meetings and initiates follow up on action items
  • Monitors and advises on reports, action items and deadlines, including delegated actions to other development units and the Science communication teams

Event Coordination

  • Under the direction of the Director, supports Advancement event management and works closely with Science units, alumni relations, central advancement, or other units to execute events. Examples of events include Faculty donor events, room and building naming events, geographical alumni events, donor/alumni engagement and gift based events (i.e. named lectures, invited lectures…)
  • Takes the lead in organizing campus visits by prospects, corporate leaders and alumni in conjunction with Advancement team members and executive offices

Administrative Support

  • Serves as point of contact for fundraising volunteers, sets up calls and coordinates multiple participants’ calendars in various locations globally
  • Tracks activity, responses, requests for information and reports and produces database entries and notes
  • Manages calendar and donor visit itineraries for members of the Advancement team, including volunteers
  • Manages cheque requests, purchase orders, travel and other paperwork as required
  • Ensures accuracy and timely input of all status/meetings notes to Raiser’s Edge
  • Maintains top prospect lists and annual calendar of events and updates and distributes as necessary
  • Processes travel claim and expense forms
  • Assists with tracking the progress of funding (or liaise with finance officer on advancement related funds)



  • University degree or equivalent post-secondary education and/or experience required
  • Donor administration experience in a complex, dynamic and fast-paced environment
  • Experience in development, alumni, and/or science environments an asset
  • Independent judgment in areas of time management, task prioritization and decision-making
  • Proven ability to manage a large volume of work, conflicting priorities and deadlines
  • Exceptional verbal and written communication ability
  • Initiative and proactive manner
  • Intermediate experience with online calendaring, email systems, MS Office including references and mail merge
  • Advanced experience with Microsoft Excel, including features such as databases and pivot tables
  • Basic experience with SharePoint and web content management software
  • Intermediate knowledge and experience with Raiser’s Edge