Advancement & Community Engagement Coordinator

Regular

Internal/External Posting

Posting Date: December 4, 2025

Closing Date: December 14, 2025

Posting # 2025081

Hours

Full time 37.5 hours per week.

Beginning January 2026

Salary

Starting wage of $32.18 per hour. Range of $32.18 - $33.79 per hour, depending on years of service at SMS.

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

Summary

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Programme, and we are a candidate school for the IB Middle Years Programme (MYP).

The Advancement & Community Engagement Coordinator must be a collaborative communicator who can foster strong internal partnerships around data integrity, accurate financial reporting, prospect management systems, timely stewardship of donors, and effective event coordination. The Advancement & Community Engagement Coordinator will work closely with the revenue generating team.

Core Competencies

• Integrity & Trust
• Service Orientation
• Communication & Collaboration
• Adaptability
• Innovation
• Resilience
• Interpersonal Savvy

Duties and Responsibilities

• Create, maintain, and track accurate and up-to-date information for constituency files in the Raiser’s Edge database.
• Implement and evaluate a comprehensive and systematic annual plan for database and prospect management, including tracking and reporting on significant moments in the relationships between prospects and the School.
• Build best-practice procedures around the integrated use of data management and research tools, such as Raiser’s Edge and Alumnae Relations outreach platforms.
• Coordinate the prospect management system for organizing, reviewing, and implementing solicitation strategies for donor prospects, working in conjunction with colleagues to prompt timely outreach for follow-up calls or gift proposals.
• Research top donor prospects and provide briefing materials to key leadership staff and volunteers as directed.
• Manage the integration and ongoing imports and exports of data between Raiser’s Edge and the School’s other databases.
• Manage the gift process, including recording all gifts, pledges, donor information, and grants in the Raiser’s Edge database and issuing tax receipts in compliance with CRA regulations.
• Provide regular gift updates and draft gift acknowledgement letters.
• Draft and disseminate all annual giving and campaign pledge reminders.
• Develop and generate queries, exports, and reports to support fundraising campaigns and stewardship activities and for reconciliation, analysis, strategic planning, measurement, and reporting.
• Assist with data analysis to identify trends and opportunities for donor engagement such as using iWave software.
• Generate data lists for mailings, publications, and events.
• Maintain overall database integrity and ensure data accuracy by eliminating duplicate records and inconsistent data.
• Recognize new graduating students (pin/gift) and collect and record contact information to the database accordingly.
• Identify and research “lost” alumnae and update the database accordingly.
• Create content and updates for the Alumni Newsletter.
• Send out invitations to alumni to join in Global Alumni chapter events.
• Produce gift reports, pledge status reports, and other documentation related to philanthropic income.
• Reconcile all philanthropic giving with the School’s general ledger in collaboration with the Finance Office.
• Assist in planning and executing events that support advancement initiatives and community engagement, including reunions, donor recognition events, and networking receptions.
• Coordinate all event logistics such as venue booking, catering arrangements, invitation development, distribution of RSVPs, and preparation of event materials.
• Serve as a primary point of contact for alumnae, donors, and community members attending events, ensuring professional and responsive communication.
• Collaborate with colleagues to ensure events align with the School’s mission, strategic priorities, and advancement goals.
• Provide on-site support during events, including event setup, guest services, troubleshooting, and post-event follow-up to support stewardship and data updates.
• All other duties as required.

Required Education and Experience

• A bachelor’s degree in communications, business, nonprofit management, or related field 9or equivalent experience).
• Relevant experience in Advancement within an independent school, college, or non-profit setting is preferred.
• Experience drafting professional correspondence.
• Extensive data management experience with Blackbaud Raiser’s Edge NXT or similar CRM or fundraising software.

Required Knowledge, Skills & Abilities

• Strong interpersonal skills to work effectively with colleagues and constituents, solve problems, and build efficient data systems.
• Ability to research prospects and prepare detailed briefing materials for internal partners.
• Exceptional organizational skills, including the ability to multi-task with a high level of attention to detail.
• Ability to manage multiple priorities and deadlines.
• Excellent phone, email, and in-person etiquette when engaging with constituents and donors.
• A solution-driven mentality and a team-oriented approach, particularly during high-demand peak periods at the School.
• Support compliance with privacy and confidentiality standards.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office (especially Excel and Word) and Adobe Acrobat.
• Familiarity with Raiser’s Edge NXT or other CRM databases an asset (training provided).
• Basic accounting and analytical skills.
• Ability to be a self-starter and work independently.
• Ability to establish good relationships and interact positively with all staff, faculty, and students
• Willingness to work occasional evenings and weekends for events.
• Positive role model to all members of the St. Margaret’s community
• Adhere to the SMS Code of Conduct, Acceptable Use of Technology Policy, and Respectful Workplace Policy, and abide by all SAGE polices
• Actively support the vision, mission, and values of our school

Valued Benefits

A career with St. Margaret’s School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources .

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by December 14, 2025.