Development Coordinator

Back to Blogs Posted: April 8, 2022
April 8, 2022
New Westminster, Canada
Job Type
Level of Experience
Established professional
Job Location
Application Deadline
Until Filled
Membership #


Position Title Development Coordinator
Posting Number 01399SA
Location Coquitlam
Regular/Temporary Regular
Employment Type Full-Time

Work Arrangements
This regular full-time (35 hours per week) position is available starting March 28, 2022. Regular hours of work are Monday to Friday, 8:00 am – 5:00 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster campus.

What Douglas Offers
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

The Role
The Development Coordinator is an integral part of the fundraising team and is responsible for supporting the development and delivery of programs and services that drive revenue, and contributes to building lifelong, mutually beneficial relationships with our donor family. This role also serves as the relationship manager for a caseload of assigned donors and prospects which requires high quality service delivery while simultaneously developing, executing, cultivating, soliciting and stewarding gift strategies to meet both short and long-term goals.

The Development Coordinator works in partnership with the Manager, Philanthropy and the Philanthropy team to support the core purpose, vision and operations of Douglas College. The Development Coordinator position is unique in that the Coordinator is both a specialist fundraiser tasked with facilitating annual and monthly giving fundraising strategies and moves management; as well as a generalist fundraiser contributing to high-level strategic initiatives including, but not limited to, events, strategic communications and overarching corporate giving and sponsorship partnerships programs. The Development Coordinator is also responsible for various aspects of administrative and backend support that is critical to the success of the fundraising team including drafting prospect briefs, gift agreements, donor proposals and stewardship reports. Essential to the growth of the Foundation, the Development Coordinator will undertake research on individuals, corporations and foundations to continuously grow our prospet pool and acquire new donors. Acting as a representative of the Foundation, this position plays a critical role in advancing the Foundation’s mission to our external and internal communities and ensuring our donors continue to make transformational gifts that have true impact on the student journey at Douglas College.

Caseload Manager – < $29,000 annual gift value
Manages an assigned donors’ caseload of over 100 (< $29,000 annual gift value) corporate, individual and foundations donors and prospects, which requires:
Ongoing evaluation of caseload encompassing top, mid and lower value donors;
Drafting custom donor strategy action plans annually for the top 10% of the assigned caseload donor, outlining various touchpoints throughout the fiscal year and ensuring proper implementation and collaboration on those touch points with Foundation colleagues;
Developing and implementing customized cultivation and moves management strategies to convert prospects into donors and retain and expand existing donor relationships;
Professionally conducting donor meetings and presentations on and off campus, in-person, via phone or online ensuring full donor briefing notes and strategies are prepared;
Full comprehension of the key funding priorities identified by the Director, Philanthropy and Manager Philanthropy in collaboration with academic leadership and the College’s Senior Management Team (SMT) and is able to speak to those priorities and advise donors strategically as to where their gift would have the greatest impact;
Preparing written informational, marketing and solicitation materials as required, along with correspondence to donors, prospects, and other contacts;
Providing appropriate and timely donor stewardship and recognition following the receipt of financial commitments from donors to ensure donor retention;
Proactively troubleshooting donor challenges, problems and issues by ensuring there is a true understanding of the impact of a donor’s wishes to ensure the best funding opportunities are identified and presented including potential limitations within those opportunities;
When appropriate, collaborating with faculty, administrators and College staff, and students to ensure gifts have the appropriate impact;
Collaborating with colleagues during weekly donor pipeline/prospect meetings to align strategies and support with synergistic donors on other portfolios;
Maintaining accurate constituent records in the Foundation and Alumni Relation’s Raiser’s Edge database for regular reporting and analysis on donor activity and revenue goals;
Diffusing upset donors by identifying the root cause of the issue and managing appropriately with support from the team;
Meeting annual financial targets within donor caseload.

Grant Writing
Responsible for successful grant writing and submission of grant applications as per the grant calendar, with support from the Manager Philanthropy and the Communications Officer, which includes:
Preparing and submitting grant proposals within funder-specified and organizationally set timelines;
Co-ordinating with the Foundation and Alumni Relations team to gather information for proposals and reports, including budgets/expense information, foundation information and student/faculty testimonials;
Assisting with creating grant budgets and expense reports
Tracking current grantors to assure compliance with reporting requirements, new deadlines, priority and updates
Proactively research new public and private grant funding opportunities for programmatic and project priorities that align with the Foundations fundraising priorities;
Maintaining relationships with funders and prospective funders by providing stewardship of grant gifts; preparing annual donor impact report information, and inviting to special events and programmatic functions;
Coordinating meetings and site visits with individuals and grantors;
Staying current with grant funding trends to inform proposal writing.
Events, Sponsorship & Strategic Initiatives
Collaborating with the Manager Philanthropy on the Foundation’s Corporate Giving and Sponsorship Program which includes:
Assisting in sponsor prospecting, solicitation and creation of event sponsorship packages.
Supporting the planning, organizing and implementation of Foundation and Alumni Relation’s special events, activities and strategic initiatives which includes:
Keeping records, preparing meeting notices and minutes, handling correspondences and meeting with event committees
Assisting with planning, implementation and production of stewardship events including vendor relationships, budgets and event logistics. May coordinate activities related to event programming
Working with the Communications Officer to develop materials related to events including printed materials and event scripts;
Maintain spreadsheets to manage special event timelines.
Lead representative on the support, execution and distribution of annual Donor Funded Award Stewardship packages which includes:
Working with the Communication Officer to develop copy for Fiscal Year Annual Donor Impact Awards letter, source student testimonials, secure photos and procure photo releases;
Working with the Foundation’s Database Specialist to prepare Annual Donor Impact donor data (i.e. Annual and Endowment award information) for merging into the finalized Annual Donor Impact Awards letter;
Working with the Communication Officer and Database Management Specialist to beta test the Annual Donor Impact Awards letter prototype to ensure the formatting, design and alignment of donor annual donor impact award information is up to best-in-class design specifications and aligns with the Foundation’s brand;
Working with the Database Management Specialist to group and customize the Annual Donor Impact Award letters for all the Primary Relationship Managers;
Working with the Database Management Specialist, ensure all Fiscal Year Annual Donor Impact Awards letters are captured as a move in the Foundation’s donor moves management database.

Performs other related duties as required or assigned to support the goals of the Foundation.
Performing other related duties similar in scope and complexity as required.
Supervises volunteers, student assistants and auxiliary staff;
In partnership with the Manager, develops orientation manual/handbook and training sessions for volunteers, students assistants and auxiliary staff;
Contributing to teambuilding initiatives, supporting a positive workplace culture within the Foundation and Alumni Relations Dept.

To Be Successful in this Role You Will Need
Completion of a Bachelor’s degree and at least three years of related fundraising experience. An equivalent combination of training, education and/or experience may be considered;
Demonstrated knowledge in:
o National standards of ethical fundraising, best practice, policies and related guidelines;
o Emerging issues, trends, programs and opportunities in fundraising, locally, and nationally;
o Canada Revenue Agency guidelines and other legislation and/or regulations pertaining to fundraising and/or not-for-profits;
o Freedom of Information and Privacy Act;
o Conducting prospect identification and research;
o Fundraising systems and/or CRM (preferably Raiser’s Edge, NXT or another similar system);
o Operations and project management; including maintaining and updating confidential files and information systems.

Demonstrated ability to:
o Create strong relationships and building philanthropic commitment between constituents and the organization or institution;
o Effectively represent and promote the Foundation’s interests to members of the College and external community;
o Develop and implement comprehensive plans for identifying, soliciting, and stewarding prospects and donors
o Communicate effectively orally and in writing, with tact and diplomacy;
o Exercise discretion and diplomacy using sound judgment with pertinent and sensitive information;
o Draft and edit correspondence, case statements, proposals and other communication pieces;
o Supervise auxiliary staff, student assistants and volunteers as needed;
o Assist with overseeing the Foundation’s grant calendar including: submitting grant applications to private and corporate Foundations as per the grant calendar, working Foundation colleagues to prepare information for proposals, online submissions and donor impact reports, and ensuring acknowledgment and stewardship programs are executed;
o Move constituents through the entire fundraising cycle;
o Manage and coordinate activities that involve volunteers, students and employees;
o Work independently within strict timelines and to report effectively on progress and outcomes;
o Effectively organize, initiate and control work flow and recognize, analyze and resolve problems;
o Effectively plan, coordinate & oversee events and event related meetings;
o Proficiently use software programs such as Microsoft Word, Excel and PowerPoint.

Must have reliable transportation to be able to travel between campuses and to off-campus meetings; Ability to work a varied work schedule including evenings, as required and occasional weekends.

Special Instructions To Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site []. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by March 17, 2022. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Link to Full Position Profile


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