Advancement Database Coordinator, Office of University Advancement

at  Laurentian University

QUALIFICATIONS

• University degree or College diploma in a related field;
• Five years of related experience in database management systems with a focus on Ellucian or Colleague Advancement, Fusion, Sugar CRM, Royal Bank Electronic Business Banking and Tableau;
• Experience working in alumni engagement and fundraising environment;
• Familiarity with database related tools and utilities associated with database management;
• Knowledge of database security best practices and experience implementing security measures;
• Practical experience with financial processes, possibly within the context of a university;
• Strong skills in coordinating tasks and managing projects efficiently;
• Ability to communicate effectively, a crucial skill when working with diverse teams and stakeholders;
• Proficiency in documenting processes, procedures, and configurations to ensure clarity, and consistency;
• Ability to work collaboratively in a team-oriented environment;
• Ability to handle pressure and to concentrate on a number of diverse tasks in a busy environment;
• Must demonstrate tact and discretion in handling sensitive and confidential matters;
• Ability to work fluently, verbal and written, in both official languages (French/English); and
• Ability to work fluently (verbally and in writing) in both official languages, French and English, is a requirement for this role.
  The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

LAND ACKNOWLEDGMENT - AKI GAABIJIDEBENDAAGWAK

We would like to acknowledge the Robinson-Huron Treaty of 1850. We also further recognize that Laurentian University is located on the traditional lands of the Atikameksheng Anishnawbek and that the City of Greater Sudbury, also includes the traditional lands of the Wahnapitae First Nation. We extend our deepest respect to Indigenous peoples - as a sign of our continued relationship we will support Laurentian University’s Truth and Reconciliation Task Force Recommendations. Miigwech. Listen to it in Anishinaabemowin.
Laurentian University. Sudbury, Ontario, Canada. All Rights Reserved. 2023.

RESPONSIBILITIES

University Advancement builds meaningful relationships that will inspire our various stakeholders to engage with and invest in Laurentian University. University Advancement actively oversees relations with alumni, donors, and internal and external stakeholders to establish a strong culture of pride, loyalty and engagement.
Reporting to the Office Manager, the Advancement Database Coordinator works as part of the team, as the Advancement Database power user, report writer and creator, providing end-user database support to users of the University Advancement database, sets up campaign trees and communications tracks, extracts information and runs reports related to donations and alumni for users across campus and off-campus.

The Advancement Database Coordinator will:

• Be the Advancement Database Power User;
• Creates, configures, and maintains database systems to include CREM, SLC and SSTS Module;
• Provides training and support to users on database-related processes, entry and accessing information;
• Troubleshoots and resolves database-related issues;
• Implements and enforces security measures to protect databases from unauthorized access, and stays updated on security best practices, and addresses vulnerabilities;
• Creates and maintains records for donors, alumni, businesses, and foundations;
• Generates reports for analysis, decision-making, and tracking progress towards organizational goals;
• Extracts specific information from the database or other sources for various purposes, such as reporting, analysis, or communication;
• Creates and manages communication plans for different purposes such as sending pledge reminders, events, or thank-you letters to student recipients;
• Configures and sets up specific modules or systems within the Advancement database, including modules for planned giving, activities and events, master data management (MDSM), and other applications;
• Ensures the accuracy, consistency, and completeness of data entries into the database through quality control measures;
• Creates a structured system for campaign codes to track and analyze different fundraising campaigns;
• Handles the data related to graduates, including the process of extracting and managing the addition of new graduates. This also includes managing information related to honorary degree recipients;
• Oversees and reports on charitable donations, sponsorship and affinity revenue to Laurentian University’s trust accounts and annual gifts by pulling data from colleague financial;
• Generates a variety of reports using Business Objects, Colleague Advancement, CRM, Excel, Fusion, for COFO, OUGS, CRA and year-end reports;
• Pulls lists for Advancement data entry work, affinity mailings, emails to alumni and friends, for other departments, alumni engagement efforts and accreditation visits;
• Creates donation stewardship reports to help track and communicate the performance and impact of endowed funds and annual gifts;
• Supports Call Campaign efforts by providing segmentation and effective data management;
• Sets up of funds and accounts for gift processing and provides back-up support for the Gift Processor;
• Develops segmentation strategies for fundraising based on criteria such as giving history, engagement level, and demographics;
• Conducts data mining/analysis for alumni engagement and fundraising purposes
• Runs reports and extracts data for various departments on an ad hoc basis;
• Collaborates closely with the Finance Office for the overall reconciliation of donation budget issues;
• Participates in special events organized by University Advancement; and
• Performs other duties directly related to this position as assigned.