Office Coordinator

Advancement Coordinator

Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada’s beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include eleven boarding houses, a theatre, film lab, an observatory, salmon hatchery, rowing crew house on the lake, dance studio, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

Shawnigan Lake School is committed to safeguarding and promoting the welfare of children and young people and expects all staff (and volunteers) to share this commitment. Candidates will be required to undergo child protection screening appropriate to the post, including checks with previous employers and a vulnerable sector criminal record check.

We offer a competitive compensation package and a nurturing, family-friendly workplace. This is a full-time position offering a salary range of $55,000 to $60,000 per annum and a comprehensive benefits package. Actual salary offered will be commensurate with education, experience and internal parity.

JOB DESCRIPTION

Advancement Coordinator

Reporting to the Director of Development, the Advancement Coordinator works with all members of the Advancement & Community Engagement team to ensure the smooth and efficient operation of the department. In addition to supporting the Advancement & Community Engagement department, the Advancement Coordinator is an integral part of the team that fosters and promotes connections with and among the Shawnigan community through events, stewardship and communications.

ROLES AND RESPONSIBILITIES

Administration

• Monitor, maintain, and support all advancement systems and annual calendars, promoting a high level of professional practice and performance
• Maintain up-to-date information on constituents, fundraising actions and gifts
• Develop and maintain tracking system(s) to ensure all donations receive personalized expressions of gratitude in a timely manner
• Work with the Communications department to coordinate Advancement publication and marketing material orders
• Receive and respond to general Advancement Office phone calls, emails and mail inquiries
• Other duties as required

Travel and Event Support

• Coordinate Advancement Office staff member domestic and international travel, including developing itineraries, booking travel and hotels, coordinating gifts, and collating expenses/receipts
• Support Advancement Office team in the coordination of several events such as Founder’s Day, community gatherings and community golf tournaments

Database Support

• Ensure constituent database information is managed and updated in a timely manner, including entering action notes shared by the Advancement team on strategic interactions with key community members into database
• Working closely with the Associate Director, Annual Fund & Data Management, with Raiser’s Edge database to pull reports, build queries, research past activity, and track event attendance, general database enquiries and prospect research

General Department Support

• Coordinate team meetings, prepare agendas, gather supporting materials, take notes, and distribute minutes
• Track department members vacation and ensure back-up coverage is in place for staff absences. Provide leave and vacation coverage for SLS Foundation Accounts Coordinator and Database Manager when required
• Liaise with suppliers and contractors and process invoices
• Support the development and ensure implementation and management of department policies and procedures
• Coordinate software and process training for department staff, as needed
• Greet guests to Advancement Office and direct them to the appropriate staff member
• Ensure the shared space in the Advancement Office is kept orderly and displayed materials are up-to-date
• Ensure adequate inventory of shared office supplies and work with IT and Maintenance regarding equipment troubleshooting
• Ensure new staff members have office space set up and ready prior to arrival, and are trained on department policies, procedures and systems
• Other duties as required

REQUIREMENTS

• Completion of post-secondary education with a degree, diploma or certificate in Office Administration, Marketing or Communications, preferred
• 3-5 years previous administrative experience
• A combination of relevant education and experience will be considered
• Intermediate to advanced skills in Microsoft Office applications (especially MS Word, Excel and PowerPoint), as well as Google Suite
• Experience with navigating large databases, (Raiser's Edge database experience preferred)
• Intermediate skills in graphic design programs such as Canva, InDesign (preferred but not required)
• Demonstrated abilities in producing mail merges
• High level of organization and time management skills, along with excellent attention to detail
• Excellent written and verbal communication skills
• Flexible, ability to adapt well to change and prioritize and multi-task in a fast-paced environment

NEXT STEPS

To apply, please send a resume and brief cover letter specifically expressing your interest in working at Shawnigan, along with copies of your qualifications to the attention of Joanna Robinson, Director of Development, via email at recruitment@shawnigan.ca.

Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

We express our appreciation to all applicants for their interest in this position, however only candidates selected for an interview will be contacted.

Position closes when filled.

Job Type: Full-time

Salary: $55,000.00-$60,000.00 per year

Benefits:

• Company events
• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Vision care

Schedule:

• Monday to Friday

Ability to Commute:

• Shawnigan Lake, BC V0R 2W1 (required)

Work Location: In person

Expected start date: 2024-03-11