Gift Planning Data Coordinator

COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

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We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Applicant Guidance & Information

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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

A Brief Overview

Reporting to the Director, Gift Planning, this role is responsible for the accurate entry, maintenance, and integrity of Gift Planning data within the University's Advancement database. The position serves as a key data resource, ensuring information related to planned gifts, long-term commitments, and maintenance of deferred pledges is complete, consistent, and reliable. The role conducts regular data integrity reviews, resolves discrepancies, supports strong data management practices and processes, and makes recommendations for improvement. Through accurate and timely pipeline reporting, the position provides Gift Planning staff and leadership with dependable information to support portfolio management, forecasting, and strategic decision-making.

This position records, tracks, monitors, and reports long-term gift commitments, including donations to the US Foundation. This position coordinates the day-to-day operational aspects of pledge and renewal programs, performs analysis, and makes recommendations for improvement. This position also prepares summaries and reports for the University's consolidated financial statements.

Job Description

What you will do

• Records, tracks, monitors, and reports long-term gift commitments using the database, including donations to the US Foundation.
• Coordinates the day-to-day operational aspects of pledge and renewal programs, performs analysis, and makes recommendations for improvement.
• Writes formal communications in support of regular maintenance, follow-up, and renewal of pledge commitments.
• Prepares pledge status reports, cash projections, and pledge status aging/overdue reports on a monthly, quarterly, and annual basis.
• Prepares summaries for the university’s consolidated financial statements.
• Monitors data integrity, conducts integrity checks and adjusts processes according to defined schedules or as required.
• Provides information and guidance on pledge policies with respect to gift acceptance and system abilities.
• Other duties as required in support of the department and/or unit.

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

• More than 3 years and up to and including 5 years of experience.
• Experience working in a comparable client-focused environment considered an asset
• Experience working in a non-profit office considered an asset.
• Knowledge of relationship building, fundraising and stewardship considered an asset.
• Experience in database administration/management, design and/or technologies considered an asset (e.g., MySQL, PostgreSQL, and/or Oracle/DB2, relational databases, warehoused databases, etc.).

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
  
• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].