Advancement Project Coordinator

McMaster University; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

None

Job summary

McMaster University is launching a major fundraising campaign and seeks a Project Coordinator to manage coordination, relationships with partners and donors, and administrative tasks within the University Advancement portfolio. You will support travel prep, meetings, and data entry, while helping track budgets and timelines.

Ideal candidates have an undergraduate degree and at least five years of relevant experience, with strong communication and organizational skills.

Qualifications

• Excellent interpersonal and organizational abilities with strong communication.
• Ability to manage multiple demands and priorities.
• Analytical judgment and independent decision-making.

Responsibilities

• Coordinate meetings, agendas and minutes, ensuring stakeholder participation.
• Document project requirements, scope and deliverables with cross-functional teams.
• Develop and maintain project plans, timelines and budgets.
• Provide regular updates and reports to management and partners.
• Support office operations, travel, events and filing systems.

Skills

Interpersonal skills

Organizational skills

Planning

Communication skills

Multitasking

Education

Undergraduate Degree

Tools

ARCH database

Job description

At McMaster University, we are driven by a shared purpose: advancing human and societal health and wellbeing. Through world-class research, transformative education, and meaningful community impact, we are addressing some of the world's most complex challenges and creating positive change locally and globally.

Consistently ranked among Canada's top universities and recognized internationally for research excellence, innovation, and student success, McMaster is home to more than 37,000 students, over 250,000 alumni worldwide, and a vibrant community of scholars, researchers, learners, and partners. From pioneering discoveries in health sciences and engineering to advancing social innovation and community wellbeing, McMaster's impact extends far beyond our campus.

As we look toward the future, philanthropy will play an increasingly important role in enabling the University's aspirations. Through strategic partnerships with donors, alumni, foundations, corporations, and community leaders, McMaster is creating opportunities to accelerate discovery, enhance student experiences, support breakthrough research, and strengthen its impact on society.

About University Advancement:

University Advancement serves as the bridge between McMaster's mission and the philanthropic community that helps bring that mission to life. Through fundraising, alumni engagement, stewardship, advancement services, and strategic partnerships, University Advancement fosters meaningful relationships that create lasting impact for the University and the communities it serves.

Guided by a commitment to excellence, collaboration, and innovation, University Advancement is building a culture of philanthropy that supports McMaster's strategic priorities and future ambitions. The division is entering an exciting period of growth and opportunity as it continues to strengthen fundraising capacity, deepen donor engagement, and position the University for future campaign success.

About the role:

McMaster is launching the most ambitious fundraising campaign in its history and is building the necessary infrastructure, resources, and campaign team to support our planning. Reporting to the Associate Vice President, Alumni Engagement, the Project Coordinator will be responsible for project coordination, relationship management and administration coordinator within the portfolio of University Advancement.

Responsibilities:

• Projects/Coordination Management:
  • Foster a positive and collaborative working environment by promoting effective communication, teamwork, and knowledge sharing among stakeholders.
  • Facilitate regular communication and information exchange among stakeholders to ensure a shared understanding of project objectives, timelines, and deliverables.
  • Coordinate meetings, including scheduling, agenda and briefing preparation, and minute taking, ensuring effective participation and engagement from all parties.
  • Collaborate with cross-functional teams to document project requirements, scope, and deliverables, ensuring alignment with stakeholders' expectations.
  • Assist in the development and maintenance of project plans, timelines, and budgets, monitoring progress and taking proactive measures to address any deviations.
  • Provide regular project updates and status reports to the management team and stakeholders, highlighting key milestones, achievements, and challenges.
  • Continuously evaluate project processes and workflows, suggesting improvements and implementing best practices to enhance efficiency and effectiveness.
  • Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget planning and management, as required.
    
• Relationship Management:
  • This role supports those responsible for building and maintaining relationships with partners, donors, alumni and external highly affluent volunteers, foundations, stakeholders, donors, and alumni. This may involve attending events and conducting outreach to potential partners.
  • Act as a point of contact for partners or donors and alumni, responding to inquiries, and providing appropriate support when needed.
  • Maintain regular and clear communication with partners or donors and alumni, keeping them informed about relevant updates, and collaborating with managers, marketing, IT and communication teams to address any questions or concerns promptly.
    
• Office Administration/Operations:
  • Support travel preparation, coordination and compiling briefing materials for university leaders.
  • Supports the smooth functioning of the office. This includes overseeing daily activities, maintaining office supplies and equipment, and ensuring that the office is clean and organized.
  • Provide administrative support to members of the Associate Vice-President, Alumni Engagement office. This may involve scheduling appointments, managing calendars, making travel arrangements, and handling correspondence.
  • Responsible for managing the reception area, greeting visitors, and directing phone calls to the appropriate staff members. You may also handle incoming and outgoing mail and packages.
  • Maintain and organize office records, documents, and files. This includes creating and updating filing systems, archiving documents, and ensuring that information is easily accessible when needed.
  • Responsible for entering data into computer systems such as the ARCH database, or spreadsheets. You may also generate reports, collect and analyze data, and present findings to management.
  • Assist with basic financial tasks such as processing invoices, managing petty cash, and preparing expense reports. You may also collaborate with the accounting department to ensure accurate financial records if required.
  • Responsible for organizing events, such as team meetings as well as other department wide sessions. This includes coordinating logistics, arranging catering, preparing materials, and ensuring everything runs smoothly.

Qualifications

Education:

• Undergraduate Degree is preferred

Experience:

• Requires 5 years of relevant experience.

Knowledge/Skills:

• Exceptional interpersonal, organizational, planning and communication skills. Incumbents will interact with individuals at every level and from many different perspectives.
• Ability to manage multiple demands and manage competing priorities.
• Excellent analytical and judgment skills.
• Excellent capability to make decisions independently with authority and confidence, referring only the most complex problems to supervisors.
• Solid knowledge and understanding of the University operations, structure and policies.
• Proven skills in project management, change management and strategic planning.
• Advanced computer skills in word processing, spreadsheets, and databases.
• Knowledge of the ARCH database or other relational databases

Good supervisory practices.

To ensure an ongoing and vibrant University community that meets the needs of our students, staff, faculty, and alumni community and supports the University mission, the ability to work on-site continues to be a requirement for most University positions.

The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Office of Alumni Engagement team members are required to work on-site a minimum of three days per week.

Pay Transparency Statement

The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.