Posted On: 2020-01-29
Closing On: 2020-02-28
Location: Bayview - Toronto, ON
Employment Type: Full-Time

Job Description

Title:  Advancement Coordinator

Department: Advancement


Reporting Relationships:

Reports to:  Manager, Advancement


Sunnybrook is a premier academic health sciences centre, fully affiliated with the University of Toronto, with a vision to invent the future of health care. Our mission is to care for our patients and their families when it matters most. 

From our beginnings as a hospital for Canadian veterans, Sunnybrook has flourished into a fully affiliated teaching hospital of the University of Toronto, evolving to meet the needs of our growing community.  Today, with 1.3 million patient visits each year, Sunnybrook has established itself across three campuses and is home to Canada's largest trauma centre.

Our five strategic areas of focus are:

  • Cancer
  • Heart and vascular
  • High risk maternal and newborn
  • Image guided brain therapies
  • Trauma


Position Description

The advancement coordinator will provide the highest level of administrative support to the team. The advancement coordinator will monitor and assist with all activities of the team, primarily focused on the cultivation, solicitation and stewardship of major gift donors. The role requires considerable confidentiality, initiative, tact, and mature and independent judgment.


Accountabilities and Responsibilities

Manager support

  • Coordinate the Manager’s calendar
  • Book donor meetings to ensure movement of the Manager’s pipeline
  • Coordinate and execute meeting logistics and preparation of materials
  • Monitor donor activity, ensuring contact reports and follow-up actions are recorded and completed in Raiser’s Edge
  • Perform all data-entry, coding, filing and information management pertaining to the Manager’s activities in Raiser’s Edge
  • Process major gifts including new pledges, pledge payments and one-time gifts
  • Regularly maintain and update donor records in Raiser’s Edge
  • Book and coordinate annual stewardship update meetings for major donors


Team support & Coordination

  • Provide first point of contact for donors, physicians and others seeking information regarding major giving
  • Respond to donor inquiries, initiate correspondence and coordinate information packages
  • Monitor team activity to ensure donor files are active and next steps are completed
  • Coordinate Foundation and Hospital staff resources to execute large scale meetings and events, including room bookings and catering
  • Assist in organizing, coordinating and managing large scale donor and volunteer meetings and events, ensuring outcomes are tracked and completed ***Not sure what we should do with this bullet
  • Represent team on projects and committees as assigned
  • Coordination of special projects as assigned, taking responsibility from inception to completion
  • Assist team members to find and collate information for donors


Donor and Data Management

  • Regularly monitor major gift reports to ensure accuracy of pipeline and individual metrics
  • Act as Advancement Team Champion for Raisers Edge and Digital Edge, sharing best practices based on Foundation data model


Donor Stewardship

  • Monitor donor agreement fulfillment
  • Monitor pledge fulfillment
  • Monitor and track stewardship activity
  • Assist in organizing, coordinating and managing large scale stewardship events
  • Review lists for mailings, special email announcements, event invitations etc.
  • Identify opportunities for custom donor stewardship


Skills and abilities required:

  • Excellent oral and written communication skills
  • Detail oriented with a high degree of accuracy
  • Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced professional environment
  • Self-directed and able to complete projects with limited supervision
  • Maintains confidentiality without exception
  • Proven ability to plan and coordinate a full range of informal and formal, small and large meetings and events
  • Proven ability to handle sensitive and confidential situations, demonstrate poise, tact and diplomacy
  • Analytical and problem solving skills and proven ability to research and summarize information
  • Proven ability to provide excellent client service
  • Ability to prioritize a diverse workload


Position Requirements:

  • College or university degree or equivalent
  • Minimum 3 years of related work experience
  • Advanced knowledge of Microsoft Office software suite including Outlook or similar scheduling software
  • Knowledge of Raiser’s Edge
  • Customer service experience in a professional environment


Sunnybrook Foundation is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodations for disability during any stage of the recruitment process, please indicate this in your cover letter.

Please send your cover letters and resumes to