Coordinator, Talent Acquisition - Jobs in Sault Ste. Marie, ON

Job Description

Job Title: Database & Prospect AdministratorStaff Bargaining UnitPosition Status: Permanent, Full-time (35 hours/week)OSSTFDepartment: Strategic Advancement & Alumni AffairsSupervision Received: Manager, AdvancementLocation: Sault Ste. Marie, ONPRIMARY FUNCTIONS:A. Fundraising & Database Support 50%B. Database Administration 25%C. Reporting & Analysis 25%TOTAL 100%The Database & Prospect Administrator role is a vital resource for the Strategic Advancementand Alumni Affairs team. Responsibilities will include managing the donor and alumnidatabase to ensure accuracy and integrity, providing end-user training and support services,establishing and maintaining annual fund campaigns, and capital campaigns, and executingcomplex data importing, exporting, extraction, and analysis of data.This position is responsible for comprehensive prospect profile generation, assisting in thedevelopment and implementation of policies/procedures related to data capturing andmanagement, oversight of online giving tools, development of targeted mailing lists, andcomplex monthly internal financial reconciliation processes.By working closely with the Senior Development Officer, and reporting to the Manager,Advancement, this role will ensure that data management best practices and standards areimplemented and adhered to by performing regular audits and monitoring giftentry/processing. In addition, the role will be responsible for all technology requirements,including software knowledge, technical support, and other duties, as required.The incumbent will strive for data integrity, precision, and effective architecture to optimize thefunctionality and reporting capacity of the database. This position will work collaboratively withcolleagues to understand and support charitable needs across various programs. Thisposition will also oversee and support the cross-functionality and integration of fundraisingsoftware and various fundraising/communication tools related to payment processing,analytics, and email service providersRESPONSIBILITIES:A. Fundraising & Database Support (50%)

• Provide support to the Strategic Advancement and Alumni Affairs department for the

identification, cultivation, solicitation, and stewardship of donors ensuring a highdegree of accuracy.

• Generate lists for all donor solicitations, as requested, for events, annual campaigns,

major gifts, planned giving solicitations, and capital campaigns.

• Generate all required lists for mailings, email, social, and other direct marketing

activities.

• Responsible for all donation entries and reconciliation of financial reports, including

preparing charitable tax receipts.

• Assist with events and logistics while providing general office administration and

supporting the fundraising/alumni staff and volunteers as needed.

• Organize meetings, including scheduling, coordinating invitations, room

bookings, meals, reconciling travel expenses, credit cards, and invoices, andrecording minutes of departmental or other meetings as needed.

• Provide support with thank you cards, letters, or campaign pledge reminders, as

needed.

• Triage incoming calls and requests.

B. Database Administration (25%)

• Process new data, or changes to existing information, regarding address,

employment, marital status, relationships, education, etc., from various sources.

• Lead and coordinate ongoing or cyclical database projects, such as adding new

constituent records, coding survey information, updating new graduates, and studentwithdrawals.

• Support in preparing monthly financial reports for fundraising staff and reconciling

records with the accounting department monthly, quarterly, and at year-end.

• Maintain appropriate procedures, processes, and policies that efficiently enhance

data integrity.

• Develop and produce queries, donor profiles, dashboards, custom reports, a ‘donor

moves’ management system, and mailing lists to support departmental andinstitutional goals.

• Provide support in preparing draft gift agreements, and maintaining gift agreement

documents in the database.

• Ensure compliance with all aspects of legislation affecting privacy and Canada

Revenue Agency (CRA) receipting guidelines and best practices.

• Adhere to donor policies such as gift acceptance, naming, and recognition.
• Develop and maintain efficient systems for data cleansing, data entry, alumni

constituency, gift processing, prospect research, and relationship management.

• Develop and train staff in best practices and procedures to improve data organization

and integrity.

• Coordinate and plan for future data conversions/upgrades, as required.
• Report on activities and suggest improvements to database and operations processes

to departmental team meetings.C. Reporting & Analysis (25%)

• Work collaboratively with colleagues to provide subject matter expertise and

data-driven strategic insights and direction to support business needs.

• Maximize the databases functionality and reporting capacity by optimizing data

integrity and quality.

• Create, test, and deploy custom reports and dashboards.
• Develop database queries and reports that will provide information as required by

staff and volunteers in donor identification, cultivation, solicitation, and stewardship.

• Develop database queries and reports to analyze fundraising/campaign KPIs, donor

analysis, and donor segmentation/targeting.

• Identify and support donor migration strategies, pipeline development, and prospect

identification.

• Assist in preparing accurate financial reports on a monthly and annual basis and in

preparing reconciliation procedures as directed by the Manager, Advancement.

• Provide support with the tracking of metrics for Alumni and Advancement programs.

WORKING CONDITIONS:Physical Effort Required ModerateWork activities require intermediate periods of moderatephysical effort (e.g. sitting in one place, standing,walking, sustained keyboarding, etc.)Physical Environment MinimalWorks in an environment with occasional exposure tomild unpleasant or disagreeable conditionsSensory Attention ModerateRequirement to concentrate on a variety of sensoryinputs for intermediate durations; demands for accuracyand multi-taskingMental Stress MinimalMinimal requirement to work flexible hours for eventsand interactions with the public; adherence to regulardeadlinesMINIMUM QUALIFICATIONS

• Undergraduate degree in a related field, and three (3) years experience in data

management, or an equivalent combination of education and experience, is required.

• Proficiency in G-Suite (e.g. Docs, Sheets, Slides).
• Knowledge of Blackbaud Raiser’s Edge NXT is considered an asset.
• Experience with Customer Relations Management Systems (CRM) is considered an

asset.

• Strong oral, written, interpersonal, initiative-oriented, analytical, and organizational

skills are required.

• Demonstrated skill in preparing and processing reports.
• Demonstrated ability to coordinate and manage multiple initiatives, and facilitate the

implementation of projects within established timeframes.

• Ability to work well both independently and as part of a team.
• Ability to work effectively with people of diverse backgrounds, styles, and abilities.
• Demonstrated project management and research skills.
• Adept with respect to learning new programs quickly.
• Valid driver’s license is preferred.
• Commitment to understanding Algoma University’s Special Mission and The Seven

Grandfather Teachings.Salary Scale: $57,577 - $71,946 annuallyPlease submit a resume and cover letter (combined PDF) to [email protected]no later than 4:00 p.m. on Friday, April 21, 2023.Algoma University is strongly committed to fostering diversity and inclusivity within ourcommunity and is an equal opportunity employer. The university invites and encouragesapplications from all qualified individuals who would contribute to the further diversification ofour Institution, including equity-seeking groups that are traditionally underrepresented inemployment (Indigenous peoples, racialized persons, women, persons with disabilities, and2SLGBTQQIPA+ persons).In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request,accommodation will be provided by Algoma University throughout the recruitment, selection,and/or assessment process to applicants with disabilities.This position is open to all qualified applicants, although preference will be given to Canadiancitizens, permanent residents, and those qualified to work in Canada.Quick Apply

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