Job Duties/Qualifications, Skills and Abilities(QSA) Job Duties Job Duties QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE Specific Accountabilities Reporting to Reporting to Director, Advancement Services, the Advancement Coordinator serves as a central point of contact and shared-services resource that enables Saskatchewan Polytechnic’s Advancement division to deliver fundraising, alumni engagement, donor stewardship, and Advancement Services operations.

The role coordinates a broad range of administrative and operational workflows—intake and triage of requests, scheduling and logistics, stakeholder communications, documentation and records management, and tracking of timelines and deliverables—to support consistent, timely execution of Advancement activities across teams and campuses.

The position routinely interacts with internal and external stakeholders including donors, alumni, students, faculty, staff, volunteers, vendors, and community partners, and exercises sound judgment in handling confidential donor and institutional information.

Duties Cross-functional Program Delivery Coordination: Advancement Projects Coordinate intake, planning, and tracking for Advancement projects (requirements, timelines, tasks, and follow-ups).

Support project communications (meeting coordination, action items, and status updates) across internal partners, vendors and external stakeholders.

Operations and Continuous Improvement Identify and support improvements to templates, trackers, workflows, and shared documentation practices.

Document and maintain standardized procedures and reference materials to support continuity and quality.

Participate in cross-functional working groups and provide operational coverage during peak periods to maintain service commitments.

Donor Stewardship Coordinate stewardship deliverables by tracking timelines, requirements, and follow-through with internal partners.

Prepare stewardship materials and communications using approved templates and direction.





Support distribution of stewardship outputs and maintain records in the CRM/shared repositories.

Development/Prospect Management Support donor agreements by assembling documentation, coordinating reviews/approvals and signatures, and filing final records.

Support gift booking by confirming required documentation/details, coordinating hand-offs, tracking status, and updating the CRM.

Alumni Coordinate alumni engagement requests (intake, scheduling, requirements, and timelines) across partners.

Prepare and distribute alumni communications as needed, coordinating approvals and ensuring accuracy.

Events Coordination Coordinate logistics for Advancement events (venues/rooms, catering/AV, materials, vendors, and on-site support).

Prepare invitation lists and event communications, track RSVPs and attendance in Advancement systems.

Complete post-event follow-up, including updating engagement records and filing event documentation.

Participate in Advancement events by coordinating on-site logistics in consultation with the Stewardship team, including donor and VIP support Student Awards Coordinate post-acceptance documentation and materials management for student awards (e.g., review and edit recipient thank-you letters, biographies, photos, testimonials) to support donor/recipient stewardship and reporting requirements.

Support student awards information sessions and outreach activities, including occasional evening events outside regular work hours.

Database and Systems Reporting Conduct constituent research and tracing to locate alumni/donors and update contact information, document updates and outcomes in accordance with data standards.





Create, update, and maintain alumni and donor records in Raiser’s Edge and other platforms, including accurate biographical, contact, and relationship information.

Support institutional prospect management processes through administrative/system maintenance of prospect and donor records (e.g., actions, interactions, assignments) to enable portfolio and pipeline reporting.

Produce standardized and ad hoc reports by confirming business requirements, defining criteria, validating outputs, and presenting results in a explicit, decision-ready format.

Occasional travel will be required to other campuses and may be required to work outside regular office hours.

Required Qualifications, Skills and Abilities (QSA) 1.

Diploma in Business Administration, Office Administration, Communications, Fundraising/Advancement, or a related field, or an equivalent combination of education and experience.2.

Three years demonstrated experience working in an administrative coordination role requiring high attention to detail, deadline management, and management of competing priorities.3.

Proficient working in databases and with customer relations management systems, including application of data standards/naming conventions, use of queries/exports, and accurate entry of interactions and actions.4.

Intermediate Microsoft skills (e.g., Outlook, Word, Excel, Teams/Share

Point), including maintaining trackers/spreadsheets and managing shared documentation.5.

Demonstrates values diversity.6.

Strong written communication skills using templates and mail merges where required.7.

Excellent organizational skills.8.

Excellent time management skills must be able to effectively adapt to tight deadlines and sudden or frequent changes in priority in order to accomplish objectives.9.

Collaborative team player who can also work independently and has excellent interpersonal skills.

Desired QSA Required Competencies

📌 Advancement Coordinator (Saskatchewan)
🏢 Saskatchewan Polytechnic
📍 Saskatchewan