Philanthropy Coordinator

Title: Philanthropy Coordinator

Department: Advancement

Reports to: Philanthropy Director

Position Description:

The Philanthropy Coordinator provides the highest level of administrative support to the philanthropy team. They will monitor the activity of their assigned team member(s), primarily focused on the cultivation, solicitation, and stewardship of major and principal donors and management of their assigned hospital program area(s). They will assist their assigned Philanthropy Director(s) by scheduling meetings, performing data entry, and other duties as required. The Philanthropy Coordinator will demonstrate exceptional client service in managing requests and inquiries from multiple stakeholders including Foundation & hospital executives, physicians, and major donors.

Ideal Candidate:

The ideal candidate for this role has professional maturity, uses common sense and independent judgement, and employs the highest level of client service. They are resourceful, nimble, and capable of operating in a highly complex environment. They are confident in taking initiative, and are proactive in learning about the hospital and funding priorities. They are motivated by a team environment to achieve results and are passionate about healthcare philanthropy.

Accountabilities and Responsibilities

1. Team Support

• Assist philanthropy director with meeting arrangement, which could include internal colleagues, donors and hospital leaders;
• Coordinate and execute meeting logistics such as booking meeting rooms, arranging catering, and providing A/V support. Prepare meeting materials including briefing notes, presentations, reports and other materials as required;
• Assist in organizing, coordinating and managing donor and volunteer events and tours;
• Monitor donor activity, ensuring contact reports, coding, and follow-up actions are recorded and completed;
• Perform general office support duties such as providing telephone backup, data entry, preparing meeting packages, and arranging couriers and mailings;
• Assist with senior volunteers and Executive office activity, including tracking prospect engagement;
• Ensure that the team has sufficient information, research background and analysis to provide to volunteers to fulfill their fundraising responsibilities;
• Provide first point of contact for donors, physicians and others seeking information regarding giving to Sunnybrook Foundation;
• Develop and maintain understanding of team processes and processes for working with other teams in the Foundation;
• Represent team on projects and committees as assigned;
• Provide administrative support coverage in the Foundation office as team schedule requires

2. Donor and Gift Data Management

• Develop and maintain a deep understanding and expertise in the use of the Foundation’s donor database in Raiser’s Edge and corporate intranet Digital Edge, and acts as a team champion for both. Duties may include training team members, generating queries, compiling lists, and analyzing fundraiser movements.
• Process major gifts including new pledges, pledge payments and one-time gifts;
• Perform all data-entry, coding, uploading and filing and information management pertaining to the activities of the assigned philanthropy director(s);
• Regularly maintain and update donor records;
• Regularly monitor major gift reports to ensure accuracy of pipeline and metrics.

3. Donor Support

• Ensure that appropriate donor cultivation, acknowledgement and stewardship activities are in place and executed. This may involve direct interaction with donors and other internal and external partners;
• Support the execution of donor agreement fulfillment, pledge fulfillment and stewardship activities;
• Assist in organizing, coordinating and managing donor cultivation and stewardship events and tours;
• Review lists for mailings, special email announcements, event invitations etc.;
• Book and coordinate annual stewardship update meetings for major donors.

Skills and abilities required:

• Excellent oral and written communication skills
• Demonstrates professional maturity and independent judgement
• 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 experience
• One or two years of related work experience preferred
• Advanced knowledge of Microsoft Office software suite including Outlook or similar scheduling software
• Knowledge of Raiser’s Edge an asset
• Client service experience in a professional environment

To Apply:

If you would like to apply for this role, please send a cover letter and a current resume listing your qualifications and experience by May 17, 2023 to foundationHR@sunnybrook.ca.

Please quote “Philanthropy Coordinator” in the subject line of your e-mail. We thank all applicants in advance. Only those selected for an interview will be contacted.

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.​​​

Sunnybrook Foundation is strongly committed to equity, diversity and inclusion within its community and encourages all applicants including but not limited to: Indigenous, Black and other racialized persons, all religions, cultures, and ethnicities, persons with disabilities, LGBTQ2S+ persons and persons of any gender identity and sexual orientation, and everyone who may contribute to the further diversification of ideas.

Please be advised that in order to be eligible for employment at Sunnybrook, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days ago. Medical exemptions or any other kind of requested exemption based upon the Hospital’s obligations pursuant to the Ontario Human Rights Code will be considered on a case-by-case bases.