Advancement Services Coordinator

Under the direction of the Manager of Advancement Services, the Advancement Services Coordinator plays a vital role in the efficient management of donations and donor records. This position is central to ensuring that all contributions are accurately recorded, acknowledged, and processed in a timely manner. The Advancement Services Coordinator is responsible for issuing tax receipts in compliance with CRA guidelines and supports the development and maintenance of donor and prospect pipelines, helping to build and sustain strong relationships essential to the fundraising efforts of the VIU Advancement Department. The Coordinator sets up and maintains online giving platforms to provide a user-friendly experience for donors and performs regular financial reconciliations to ensure accuracy and consistency between gift records and financial accounts.

Employment Group

CUPE

Position Number

00356

Division

President

Department

External Relations

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.0

Workload

35 hours per week, Monday to Friday.

Pay Level

CUPE 9: $32.84 per hour

Appointment Start Date

23-Sep-2025

Applicant Documents

CV/Resume, Cover Letter, Name and contact information of recent supervisors willing to provide a reference

Posted Date

14-Aug-2025

Closing Date

27-Aug-2025

Job Reference

2776

Duties:

Gift Processing & Reconciliation

• Sets up and maintains user-friendly online donation pages tailored to various fundraising campaigns.
• Processes various types of gifts - monthly recurring gifts, gifts in kind, gifts of shares and cash gifts and ensures accurate entry into the fundraising and financial databases.
• Maintains electronic donor records related to gift processing.
• Issues tax receipts in line with CRA guidelines and handles personalized thank-you letters or emails.
• Maintains accurate donor and prospect records in Raiser's Edge and engages in large data cleanup projects.
• Conducts regular (daily, weekly, monthly and yearly) financials reconciliations between the department's databases.
• Ensures all supporting documentation and gift agreements are complete and in place during gift processing.
• Administers automatic monthly transactions.
• Tracks recurring gifts and follows up with staff or donors on the designation of the gift.

Prospect and Donor Tracking

• Tracks and manages the movement of prospects through the development cycle-from identification to stewardship.
• Collaborates closely with fundraisers and Advancement team members to maintain accurate donor and prospect records.
• Conducts proactive research and analysis to identify and advance potential donors through the fundraising pipeline.
• Enters and manages prospect pipeline data and related materials.

Other Responsibilities

• Provides support for generating reports and lists for newsletters and annual giving campaigns.
• Assists with the creation and maintenance of alumni and donor events on the departments database.
• Liaises with external vendors as needed to support Advancement activities.
• Assists with the integration of various CRM platforms within the department (e.g., Blackbaud, Constant Contact).
• Provides user training and responds to audit queries as needed and provides support for fundraising or stewardship event.
• Works closely with the Finance Department in responding to audit queries.
• Supports gift processing for the departments fundraising activities.

Required Qualifications:

Bachelor's degree in business, information management, or related field with experience in the non-profit sector. Minimum three years' experience with Raiser's Edge NXT. An equivalent combination of education and experience may be considered.

• Advanced skills in Microsoft Word and Excel
• Detail-oriented with strong data accuracy, reconciliation, planning, and organizational skills
• Able to work independently and collaboratively with minimal supervision

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.