Advancement Office Coordinator

Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
13/5/2024
Closing Application Date
27/5/2024
Closing date for internal CUPE applicants
27/5/2024

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized.  Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants. 

Full/Part Time
Full Time
Support Type
Auxiliary (Over 4 Months)
Anticipated Start Date
2/7/2024
Position End Date (If Applicable)
20/12/2025
The Hours of work are subject to change depending upon departmental requirements
Schedule
The hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pm
Schedule Description
DUTIES

Provides administrative support and assists in the coordination of Foundation and Alumni Events. Responsible for securing sponsorship and auction items for all Advancement Events. Coordinates donor payments and donations. Assists in the maintenance of social media websites. Provides administrative support and reception for the Advancement Office.
MAJOR DUTIES & RESPONSIBILITIES

Write proposals, donor solicitation letters, phone calls, face-to-face meetings, and grant application forms to secure sponsors for Advancement events.

Works with the Advancement office in the production of the annual awards events.

Assists in gathering and tracking of Foundation donor prizes; completing appropriate gift in kind forms; overseeing all TRU foundation silent auctions.

Assists in the set-up and planning of Foundation, Alumni & University events; maintaining and creating RSVP/registration contact for TRU events and fundraisers. Data input and extraction in Banner Advancement. Surveys sent after events and data compiled for event debrief meeting.

Works with committees of volunteers to develop prospects to approach for sponsorship on various events (phone calls & face-to-face meetings).

Responsible for making sure committed sponsorship funds are received. Works with the Banner system to send pledge sponsorship pledge acknowledgements, reviews sponsorship pledge activity report monthly and sends pledge reminders as required.

Gathers information and produces reports, statistics, newsletters, spreadsheets and charts.

Train and coordinate the work of auxiliary, work-study students and co-op students as required.

Provides administrative support to the Advancement Office by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems; handles sensitive material. 

Performs clerical duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Department, word processing a variety of correspondence, contracts and agreements.

Schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings for various employees within the Advancement Office.

Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.

Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters and salary issues; maintains office supplies inventory.

Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and may assist in coordinating events and activities.

Assists with maintenance and updates TRU Foundation Facebook account and website.

Receives donations for Foundations, payment for Advancement events and fundraisers; reconciles credit card statements.

Acts as liaison for divisional facilities and equipment concerns.

REPORTS TO
Executive Director, Advancement

QUALIFICATIONS

EDUCATION

• Grade 12, plus two year post-secondary diploma or equivalent

EXPERIENCE

• Three years' experience organizing events including one years' experience with electronic word processing and data entry

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Strong interpersonal and communication skills
• Experience in Banner Advancement
• Ability to perform electronic word processing at 60 wpm and data entry
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• Ability to deal courteously and tactfully with prospects, donors and volunteers
• Ability to communicate effectively both verbally and in writing
• Ability to exercise considerable independent action
• Ability to plan and organize work
• Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment

WORKING CONDITIONS

• Sitting at desk for long periods of time
• Physical lifting and moving heavy objects/equipment for events
• Travel required

 

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.
Pay Band
$27.90 - $31.00 ( CUPE Grade 06 (90% - 100%) )
Salary rate
Please Note: This position may be subject to a 90% salary for the first 560 hours of employment.
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Advancement
Diversity and Inclusion Commitment:
Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.