Gift Administration Project Coordinator

• Office of the Vice President (Advancement and Community Engagement)

• Short term project opportunity in UQ’s Gift Administration team

• Key role to support transition to a new CRM, work with a variety of stakeholders

• Broaden your career within one of QLD’s largest employers 

• Based at our vibrant St Lucia Campus

About UQ

As part of the UQ community, you’ll have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you’ll have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to flexible working arrangements

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• On campus childcare options

• Cheap parking (from just $5.75 a day)

• Salary packaging options

About This Opportunity 

Under the direction of the Senior Gift Operations Coordinator, you will support the progression of key deliverables under Advancement and Community Engagements operational plan, in particular the Gift Administration team’s transition to a new CRM. This includes providing support for Business Owners and Subject Matter Experts, assisting with the development of project papers; policy and procedure reviews; and, developing business process systems to manage key projects in the Advancement unit.

You will proactively review agreed processes; identify gaps, issues and inefficiencies; make recommendations for change; and support the development and implementation of project plans.

Key responsibilities will include: 

Project Management

CRM Transition

• Lead data and process audits identified by the Senior Gift Operations Coordinator to ensure quality assurance from current to future state.

• Support the Senior Gift Operations Coordinator with testing future state processes, including coordinating consolidated feedback from the Gift Administration team to the CRM project team.

Operational deliverables:

• Undertake research and coordinate and/or support the development of:

  • Community Fundraising Platform process improvements aligned to philanthropic gift and fund management standards.

  • Framework to manage outstanding philanthropic commitments, including process workflows outlining roles and responsibilities and accompany procedural documentation.

  • UQ eDonations Guideline for Advancement Services outlining systems used to administer philanthropic gifts, including data exchange points, business process overview outlining roles and responsibilities and accompanying procedural documentation.

  • UQ affiliated organisation donation administration processes including implementing governing criteria aligned to UQ’s deductible gift recipient status with the ATO.

• Additional operational deliverables as defined during the course of the contract.

Project Administration:

• Monitor and coordinate project activities as per project plan, including liaising with stakeholders as required, and preparing for project team meetings as required.

• Undertake background research for projects on behalf of the Senior Gift Operations Coordinator.

• Support the development and maintain project plans for agreed projects, outlining objectives, scope, budget, resources, stakeholders, project schedule and milestones.

• Develop process flow diagrams and document business correspondence, processes, and procedures.

• Any other duties as reasonably directed by your supervisor.

This role is subject to The University’s Code of Conduct .

This is a full-time (100%), fixed-term position for up to 6 months.

At HEW level 6, the full-time equivalent base salary will be in the range $88,099.39 - $94,512.08, plus a generous super allowance of up to 17%. The total FTE package will be up to $103,076.28 - $110,579.13 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

About You  

Essential

• Qualifications in business, commerce or project management, and/or equivalent combination of relevant extensive professional experience in operations, project and process improvement management

• Demonstrated experience supporting and/or managing projects within a large, complex organisation including a strong understanding of change management principles.

• Excellent verbal communication skills to establish and maintain productive working relationships with key stakeholders, with proven ability to use judgement and achieve outcomes.

• Outstanding planning and organisational skills, with the ability to work across multiple initiatives simultaneously and to use initiative in working independently.

• Strong written communication expertise, including report writing and the preparation of educational materials and support tools for project implementation.

• Demonstrated project management administrative skills and an ability to easily uptake new technology and digital platforms, including web, Visio and project management software.

• Experienced in the use of the Raiser’s Edge CRM or other similar relational databases.

Desirable

• Demonstrated experience in advancement higher education programs or the not-for-profit sector.

In addition, the following mandatory requirements apply:

• Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment. 

• Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits. 

Questions?

For more information about this opportunity, please contact Ms Jay Lee - [email protected]  

For application queries, please contact [email protected] stating the job reference number (below) in the subject line. 
 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section  

• Resume 

Other Information 

At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion .  We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity , LGBTQIA+ , cultural and/or linguistic , Aboriginal and/or Torres Strait Islander peoples , or people with a disability . Accessibility requirements and/or adjustments can be directed to [email protected] .

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

Applications close Friday 12 April 2024 at 11.00pm AEST (Job Reference Number – R-36937). Please note that interviews have been tentatively scheduled for April.