Advancement Project Coordinator

McMaster University; Hamilton; On-site; CAD 60,000 - 75,000; Full time

Job summary

McMaster University is seeking a Project Coordinator within University Advancement to oversee project coordination, relationship management and administrative tasks for the portfolio.

The role supports planning for a major fundraising campaign, working with partners, donors, alumni and university leaders to ensure successful outcomes. On-site presence is required three days per week, with flexibility for operational needs and growth opportunities.

Qualifications

• Exceptional interpersonal, organizational, planning and communication skills.
• Ability to manage multiple demands and priorities.
• Excellent analytical and judgment skills.
• Knowledge of ARCH database or relational databases.

Responsibilities

• Foster a positive, collaborative environment by promoting effective communication and teamwork among stakeholders.
• Coordinate meetings, agendas, briefings and minute taking to ensure engagement.
• Document project requirements, scope and deliverables aligning with stakeholder expectations.
• Develop and maintain project plans, timelines and budgets, monitor progress and address deviations.
• Provide regular updates and status reports to management and stakeholders.

Skills

Interpersonal skills

Organizational skills

Planning

Communication

Project management

Change management

Strategic planning

Advanced computer skills

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.