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Advancement Coordinator - Northern Ontario School of Medicine

Application Deadline : 2020-10-09
Institution : Northern Ontario School of Medicine
Description :


Job Posting

Competition Number:


Position Title:  

Advancement Coordinator






Thunder Bay



Terms and Conditions:

As per OPSEU Local 677 (Unit 2) Collective Agreement

Competition Closing Date:

October 9, 2020 at 4:00 p.m.

The Advancement Coordinator works closely with the Chief Advancement Officer and other members of the Advancement Unit to coordinate and facilitate the growth of financial support for NOSM. The incumbent will work with the Chief Advancement Officer in the execution and evaluation of cultivation and stewardship activities for the unit and the School.   These activities include, but are not limited to execution of; annual, leadership and major gift campaigns, specified fundraising events, donor stewardship, cultivation and solicitation of gifts, and sponsorships from corporations and communities.

The Advancement Coordinator plays a key role in the unit and is responsible for following the business processes for the team that streamlines the productivity of the frontline fundraisers along with coordinating reporting efforts with NOSM’s host universities (Lakehead University and Laurentian University) and their Financial Aid and Advancement Offices.

This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A copy is available on the NOSM website.


Tasks may include but are not limited to the following:

Processes all donations, issues and records charitable donation receipts, administers all correspondence to donors, as well as the maintains and distributes all donor related funds;

Processes all of NOSM’s charitable donations accurately and in a timely manner . Ensures that all donations are allocated in accordance with CRA charitable guidelines;

Prepares, allocates, and transfers an average of $600,000 per year in donor dollars to over 400 donor-supported awards, bursaries and expendable funds held at our host universities;

Reconciles, analyses, interprets and prepares all donation information for exchange with the Development and Finance offices at NOSM’s host universities;

Works directly with the Advancement/Development, Finance and Financial Aid Offices at NOSM and our host universities to ensure that all donations are allocated and distributed appropriately;

Reconciles and prepares all financial reports and correspondence for donors in regards to their individual donor funds, Bursary recipients and award values;

Reconciles and prepares detailed financial reports to provide to the Financial Aid Office including information regarding funds available for award distribution. Communicates with the Financial Aid Officer, host universities, students and donors to ensure the proper distribution of financial aid support from NOSM;

Often the first point of contact for many donors. In this capacity, ensures the cultivation and stewarding of donors through the formulation and distribution of accurate and timely donation receipts, thank you letters, and correspondence regarding endowment funds and bursary recipients;

Coordinates, verifies and maintains donations for all established budgets; Investigates to trace cheques that arrive without documentation, receives and processes all cheques within strict timelines and allocates donations to appropriate budgets; Sets up new fund codes on the database system, opens new funds for donations received and produces, type and sign memoranda related to budget transfers;

Organizes and sends memorial cards and other appropriate correspondence on the School’s behalf;

Contacts donors to clarify amounts, designations and payment schedules, while referring complex issues to the Chief Advancement Officer;

In collaboration with the Chief Advancement Officer, the Advancement Coordinator executes the annual donor appeals including year-end direct marketing campaigns and ensures targeted departmental revenue goals are exceeded. (e.g. sourcing mailing houses, database export, handling prospect requests, invoicing, donation processing);

Reconciles pledges and payments received and sends reminders, thank-you cards and letters to all donors;

Acts as an ambassador of, represents the public image of and presents the story of NOSM to diverse groups of both internal and external stakeholders donors, staff, faculty, host universities and community members;

Updates donor communication for existing and new donor walls and/or other forms of donor recognition;

Manages annual stewardship reporting process, with financial reporting on endowed funds, long-term trusts and expendable gifts;

Develops creative ways to steward donors in a personalized and customized way and manages a system that prompts the Advancement Unit to act on the stewardship;

Stewards donor relationships consisting of individuals, corporations, and community groups in support of NOSM’s strategic advancement goals;

Is the database administrator for the unit’s donor relations and alumni database Raiser’s Edge (RE NXT) and is responsible for managing and maintaining both the financial and personal information of NOSM donors, prospects, and alumni;

Develops and implements best practices in the maintenance, security and utilization or the Advancement RE NXT to ensure accuracy of donor and financial information;

Responsible for representing the Advancement Office on various committees and groups within the school, thus developing and maintaining strong relationships with members of the NOSM Community;

Builds and maintains relationships with students, alumni, staff, and community members;

Represents NOSM in a positive manner;

Acts as an ambassador for NOSM interacting with internal and external stakeholders;

Maintains a thorough understanding of NOSM’s program and funding priorities in order to effectively communicate priorities to potential friends and donors; and

Performs all other duties as assigned.



A University degree in Business Administration, or relevant discipline from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.

Post-secondary certificate in Fundraising Management is considered an asset.

Knowledge, Skills and Abilities

Minimum of three (3) years of related experience is required

Comprehensive knowledge of the Canadian Revenue Agencies Charitable Registration Program and Regulations

Generally Accepted Accounting Principles

Comprehensive knowledge of University Financial Reporting Structure

Comprehensive knowledge of - Fundraising and Donor Management Software

Expertise knowledge of Microsoft Office programs including word processing, spreadsheets and presentation software

Comprehensive knowledge of NOSM’s purchasing and procurement system Colleague

Comprehensive knowledge of fundraising strategies in order to develop and implement programs and materials to cultivate, and steward donors and prospects

Ability to create awareness and promotion of NOSM’s activities including fundraising events, fund development projects and campaigns

Understands and promotes the School’s revenue goals, including knowledge and understanding of the future funding priorities and ability to explain to donors and prospects the need for support

Creative thinking to recommend new sources of revenue using innovative and enterprising fundraising mechanisms

Ability to develop plans and timelines to address fundraising events, activities, marketing and promotion

Displays a positive public image to enable engagement (friend-raising) in support of NOSM’s financial goals and initiatives

A general understanding of financial vehicles to advise donors and prospects on the benefits of investing in NOSM. (i.e. Charitable trusts, annuities, life insurance policies, estate planning)

Comprehensive knowledge of the Canadian Revenue Agency charitable registration program and regulations


Must be able to communicate effectively in English (verbally, written and comprehension)

French/Indigenous language skills is considered an asset

Interested candidates are invited to submit a resume along with verification of academic accomplishments quoting the competition number # 2020-1414-AM no later than Friday, October 9, 2020 at 4:00 pm to:

Northern Ontario School of Medicine

Attention:  Human Resources

935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6


Fax:  (705) 671-3880

The Northern Ontario School of Medicine offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at

The Northern Ontario School of Medicine invites applications from all qualified individuals. NOSM is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.  Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

“Yes, I am a Canadian citizen or permanent resident of Canada.”

“Yes, I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”

“No, I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.