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Advancement Coordinator

Queen's Student Alumni Association

Kingston

Hybrid

CAD 57,000 - 70,000

Full time

Today

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Job summary

Join a dynamic team at an esteemed institution as an Advancement Coordinator, where you'll play a vital role in supporting the Advancement Leadership Team. This position offers a unique opportunity to engage with diverse stakeholders, manage sensitive information, and coordinate high-level administrative tasks. Embrace a hybrid work environment that fosters collaboration and innovation. Ideal candidates will possess strong organizational skills and a commitment to excellence, ensuring smooth operations and effective communication across various departments. If you thrive in a fast-paced, impactful role, this is the perfect opportunity for you.

Qualifications

3+ years of experience in administrative coordination or project management.
Strong writing, editing, and communication skills required.

Responsibilities

Provide high-level administrative support to the Advancement Leadership Team.
Coordinate donor and prospect portfolio management and follow-up.

Skills

Administrative Coordination

Project Management

Communication Skills

Time Management

Problem-Solving

Education

University Degree

Tools

Microsoft Office Suite

PeopleSoft

16 hours ago Be among the first 25 applicants

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Competition Number: J0425-0074

Position Title: Advancement Coordinator

Position Number (Final): 00507084, 00500747

Employee Group: Support Staff

Job Category: Administrative

Department or Area: ADV VP Advancement

Location: Kingston, Ontario, Canada (Hybrid)

Salary: $57,357.00 - $69,938.00/Year

Grade: 07 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 2

Date Posted: April 22, 2025

Closing Date: May 4, 2025

Additional Information

These positions allow for a Hybrid work arrangement. Regular commuting to be present on campus will be required.

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COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s 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.

Come work with us!

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 day-to-day 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 cross-functionally, liaising with Advancement teams, university leadership, alumni, donors and external partners. This position requires strong organizational skills, independent decision-making, service orientation and strict adherence to confidentiality while handling sensitive information and high-priority 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 high-level 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 high-level 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 member’s high-priority meetings, strategic initiatives, and leadership commitments. Proactively identifies and resolves scheduling conflicts to optimize the ALT member’s time and ensure effective coordination across portfolios.
Supports the assigned ALT member in managing their donor and prospect portfolio by coordinating timely follow-up on solicitation strategies, cultivation activities, and stewardship actions. This includes overseeing pre- and post-visit planning, ensuring comprehensive follow-up, and maintaining accurate and up-to-date 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 member’s new hires, ensuring technology setup, training schedules and meeting obligations are efficiently managed.
Maintains an up-to-date inventory of staff members, manages unit-specific 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 employee-related 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 offices—including the Principal, Provost, and Chancellor—to 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 Advancement-wide and unit-level meetings, including Advancement Enhancement Days, ensuring accurate scheduling and professional execution.
Assists in planning and logistics for Advancement-wide 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 execution.
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 execution 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 Advancement’s 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, self-motivation, independence, and judgment.
Strict attention to detail and exceptional accuracy, ensuring quality and mitigating reputational risks.
Strong problem-solving skills; exercising diplomacy, discretion, and maturity. Recognizes when to escalate issues or involve others in decision-making.
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.

Decision-making

Determines priorities for the ALT member’s schedule, balancing competing demands and high-level 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 decision-making.
Decides the most appropriate and efficient arrangements for travel, maximizing the ALT member's time and ensuring the best use of university funds.
Decides how to prioritize conflicting demands and non-negotiable 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. Queen’s 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 hradmin@queensu.ca.

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