Athletics Development & Alumni Coordinator

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position has a term length of 2 years.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus and South Campus, Edmonton.

Reporting to the Development Manager of Athletics, they will lead all short and long-term stewardship initiatives with the objective of advancing and strengthening the sustainability and success of Golden Bears and Pandas inter-university sports programs. They are responsible for assisting with the raising of more than one million dollars annually; they will support the varsity teams and alumni associations, who also raise additional scholarship and operational funding through the Support the Sport and other fundraising initiatives to achieve this end. The Development Coordinator, Athletics will lead and be accountable for developing, managing and executing key strategic fundraising and alumni relations strategies and initiatives. They are responsible for building the Athletics Stewardship Strategic Plan and, as such, the execution of stewardship activities, as well as alumni, donor and friends relations, affinity and engagement.

The position also supports (15) Golden Bears & Pandas alumni associations through leadership with the Green & Gold Athletic Society, the implementation of effective and efficient communication strategies, and ongoing advancement initiatives and events.

Communications - 5%

• Screens, triages, directs, and processes phone, electronic and in-person queries.
• Drafts and/or generates routine communications based on straightforward information for supervisor review.
• Manages and ensures queries are properly triaged, directed and followed through.

Document/Materials Development - 20%

• Prepares letters, emails, and other documents for the Development Manager, Athletics, including the ongoing maintenance and updating of mailing lists for external stakeholders/relations.
• Proofreads and reformats documents.

Area Operations - 20%

• Makes decisions on priorities based on their own understanding of the areas and emergent issues.
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
• Maintains area records. Establishes, maintains or updates files including mailing and distribution lists.
• Organizes meetings on behalf of the area.
• Provides administrative support for standing and special meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
• Assists with funds received through sponsorships, including any required paperwork, proof of fundraising involvement, updating supplier information as required, etc.
• Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments.
• Coordinates and manages responses to issues by identifying, coordinating, consulting with and following up with stakeholders and decision makers who should be notified or consulted.
• Regularly reviews and ensures the work of the unit complies with university policies by training and/or communicating expectations to team members.

Project Management - 35%

• Work in conjunction with donor relations and the departmental leadership to ensure processes and procedures are streamlined for the area.
• Assist with new and ongoing area-related projects to ensure accuracy and efficiency of information and delivery of outcomes.
• Builds and supports major Team-level Fundraising initiatives in partnership with other central units as needed (i.e. Crowdfunding and Annual Giving office).
• Triages projects and assignments based on understanding of the area and emergent issues/scenarios.
• Performs basic data entry for information related to donors, alumni and prospects in various database systems.
• Completes appropriate documentation for potential gifts (gift cover sheet, pledges, stewardship reports, etc.) for the AD.
• Proactively ensures the completion, delivery and follow-up of activities/tasks associated with multiple (team members) projects.
• Manages assigned projects from start to end for their unit. May include providing direction to other individuals working on the project. Develops and implements an agreed project plan and detailed work steps for their projects. Includes managing project administration and ensuring production of the required deliverables.
• Facilitates the portfolio strategic planning processes to ensure timelines, accountabilities and metrics are assigned. Provides analysis and advice to the Director(s) on strategic planning issues and processes, including the development of key initiatives, strategies, operational plans and performance measures that are consistent with the vision and mission of the portfolio.
• Leads all program logistics before, during and after standing committees, special meetings, seminars, team activities and other events as requested.

Data Analysis - 20%

• Requests RFIs that are strategic to the work being done by the development team in Athletics, for solicitations, Donor Gift Acknowledgement and Stewardship of past philanthropy to Athletics.
• Tracks key issues and follows up on decisions to ensure completion of actions.
• Researches, collects and analyzes data and information regularly and uses it to create reports for advising, analysis, reporting, gift documentation and other program management and delivery requirements.
• Identifies trends and makes recommendations to the team based on the data, and provides recommendations to improve the efficiency of operations.

• Diploma required (e.g. Administrative diploma program or management program).
• Bachelor's or Advanced Degree considered an asset.
• Strong customer service or hospitality background is an asset.
• Previous employment in an Academic environment is an asset.
• Strong attention to detail is required.
• Ability to prioritize and strong organizational skills are required.
• The ability to work in a flexible and changing environment is required.
• The ability to multitask and work on multiple projects simultaneously is required.
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Application Instructions

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This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.