Advancement Coordinator, Faculty of Law

Description

The Faculty of Law within VP Development and Alumni is currently seeking a Full-time Regular Advancement Coordinator.

Advancement at UCalgary is a team of 200+ professionals dedicated to amplifying the impact of the University of Calgary in our communities. The unit features a number of major functions including Communications; Development; Alumni, Community and Partnerships; and Advancement Services. We work in partnership with our academic and administrative colleagues across the University and with a wide variety of community members. These partnerships, along with a deeply integrated approach within Advancement, expand our collective ability to advance the University of Calgary in its mission to make a transformative contribution to the city, the region, the country, and the world.

From roots put down more than 40 years ago, the Faculty of Law at the University of Calgary has earned a reputation as Canada's most innovative law school. Our objective is to prepare students for tomorrow's legal and business practice. The school's leading-edge "Calgary Curriculum" places UCalgary Law at the forefront of innovation in North American legal education. Our curriculum is rigorous, relevant, and more realistically connects intensive learning with relevant, real-world experience for our students.

UCalgary Law is fortunate to have legal and business communities that are invested in, and care deeply about, the success of the law school. The school is home to highly esteemed faculty who are among the finest legal scholars in the nation, and whose current work is cited by academics, judges and governments around the world.

This position reports to the Director of Development in the Faculty of Law and works closely with Law's Event Coordinator and Senior Manager of Marketing and Communications as well as the Office of Advancement. The Advancement Coordinator supports the overall goal of Law's portfolio by ensuring the accurate and timely capture of relevant information on current donors and prospects that will help guide decision-making and generate gifts. This role also plays a key role in Law's community engagement and will be a point of contact with the faculty for alumni, community stakeholders and members of the legal community.

The Advancement Coordinator will provide strategic, logistical and administrative support with emphasis on decision-making and highly developed organizational skills and the ability to anticipate needs, plan, organize, coordinate, and perform work independently. Strong time management skills and ability to prioritize multiple tasks to deadline are essential.

The successful candidate will be a self-starter and 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 Advancement Coordinator has access to highly sensitive and confidential information, and interacts with key external stakeholders including donors, alumni and community leaders.

Early morning, evening and weekend hours are, on occasion, required.

The primary purpose of the position is to support the Director of Development in Law in timely execution of donor strategies and to ensure the integrity of donor information in the institutional Advancement database. As well this position will support the Faculty of Law's community engagement through events, fundraising and initiatives dedicated to meeting the faculty's strategic objectives. This role facilitates engagement with the internal community as well as alumni, donors and community partners.

The work of the Advancement Coordinator helps to guide decision-making, foster engagement opportunities, generate philanthropic contributions and increase community engagement with the Faculty and institution. This requires working closely with community leaders, faculty members and Advancement Office colleagues.

This position plays a key role in managing alumni-specific events, including UCalgary Law Talks, Donuts with the Dean, Convocation, Alumni All-Access, regional events, and the Dean's Community Council. It acts as a liaison between the faculty and the UCalgary Law Alumni Affinity Group. This position plays a significant role in the overall administration of the Law Advancement Hub portfolio. It requires the ability to use discretion, maintain professionalism, confidentiality and composure under pressure, demonstrate adaptability and flexibility, provide efficient, quality service to all stakeholders, and often requires multi-tasking and the ability to deal with simultaneous priorities. The volume and difficulty of the work varies from routine to complex. Having the ability to work in a fast-paced environment, and under stressful situations, the need for accuracy, dealing with continuously shifting priorities, and a high-traffic workplace with frequent interruptions is key to the success of the incumbent.

Summary of Key Responsibilities (job functions include but are not limited to):

• Effectively managing and providing administrative support to the Director of Development in Law ensuring that the day-to-day and planned activities within the portfolio are completed in a timely, accurate and professional manner to support the effectiveness of the office.
• Building and cultivating relationships with donors, alumni, key faculty and community stakeholders and members of the broader community through excellent relationship building skills.
• Organizing strategy for and securing key meetings with high-level internal and external stakeholders (requesting, booking and confirming of appointments, scheduling meetings, events, etc.). This includes the creation of briefing notes and presentations.
• Drafting gift documentation and processing donations and donor designations in accordance with Office of Advancement procedures - submission of Gift Designation Forms, processing of Gift Agreements, Checklists and Terms of Reference.
  • Managing the BBCRM donor database including:
  • Requesting updates to the database;
  • Updating donor/prospect records to ensure up to date contact info;
  • Creating and interpreting sophisticated data queries and reports;
  • Managing list of key stakeholders;
  • Entry of all other donor advancement actions into BBCRM on a timely basis assuring up to date information on donor/prospect relationship development and team activity.
• Compliance with the University's prospect management procedures
• 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.
• Managing pipeline reports and extracting relevant information from contact reports to create and update records appropriately.
• Supporting the processes and systems developed by the Faculty of Law Development leads in its activities (e.g. Data extraction via ServiceNow)
• Writing for Development including stewardship materials.
• Conducting preliminary research on identified prospects and donors including biographical and philanthropic info.
• Maintaining electronic and paper files, including documentation on prospect and donor records, ensuring that it is comprehensive, current and user-friendly.
• Creating briefing notes for meetings and analyze research for Director of Development and/or the Dean.
• Planning and execution of key alumni engagement events, including UCalgary Law Talks, Alumni All-Access, Donuts with the Dean, regional events, Convocation, and the Dean's Community Council, including developing invitation lists, creating invitations, RSVP lists and nametags, sourcing vendors (e.g., catering, A/V, venues, etc.), and post-event tasks (reports, surveys, debriefs, etc.).
• Assisting with logistics and execution for Faculty of Law events such as: Student welcome events, Career & Professional Development events and Law's signature lecture series events.
• Conducting creative research to build invite lists for the events mentioned above using Google, LinkedIn, and other sources.
• Be the point of contact for alumni looking to plan reunion events.
• Manage the process for identifying awards and nominations, from a variety of university and external organizations, to recognize the faculty's outstanding alumni.
• Act as the liaison between the faculty and the UCalgary Law Alumni Affinity Group.
• Administration related to all alumni relations data and the use of that data to directly and materially contribute to the enhancement and expansion of the faculty's alumni network, and consistent improvement of the faculty's alumni engagement scores.
• Prepare and distribute monthly events digest and bi-monthly alumni newsletter using Marketo.
• Work with others in the faculty to track alumni volunteer activities in BBCRM.
• Monitor law.alumni and law.volunteer email inboxes and respond to emails as required.
• Maintain alumni and development pages on the Faculty of Law website, ensuring a dynamic and engaging visual presence and currency of events to ensure current and planned activities are reflected, and outdated information is removed.
• Identify potential alumni to be profiled on web and social media platforms.
• Serve as a backup for social media and media relations when Senior Manager, Marketing and Communications is unavailable.
• Provide support to the Marketo specialist as required.
• Performing other related duties as required and assigned.

Qualifications / Requirements:

• University degree or related education, and a minimum of 3 years directly related experience in a fundraising or post-secondary educational setting.
• At least 3 years of progressive client and/or customer service experience in an organization.
• Blackbaud CRM (BBCRM) database experience is highly desirable (skills with higher-level functions such as queries and exports is an asset).
• Advanced-level skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) including specific knowledge in the functions of complex scheduling, mail merges, word documents and business letter formatting.
• Experience with video conferencing and file sharing programs such as Zoom and Microsoft Teams.
• Familiarity with fundraising practices and principal tools and techniques for development moves management.
• 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, work under pressure and meet deadlines.
• Superior interpersonal communication skills, both verbal and written. Strong writing skills as well as good listening and interpretive skills.
• Experience in organizing and planning donor/stakeholder events.
• Demonstrated professionalism, tact and maturity in handling highly sensitive and confidential information ethically and with discretion.
• Ability to work both independently and as part of a team and to work effectively in a large, complex, dynamic and sophisticated organization
• Able to build good relationships with clients and team members.
• 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 is an 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 within established guidelines.

Application Deadline:  September 9, 2024.

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 Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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.