Planned Giving Coordinator


Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.


Duties and Responsibilities:

Reporting to the Director, Planned Giving, the incumbent is responsible for the administration and execution of Planned Giving operations, coordinating marketing efforts and providing support to the Director, Associate Director (AD) and Senior Development Officer (SDO) as well as the Director, Advancement Strategy and Brand Communications team.

Working in a multidisciplinary environment, the incumbent works independently with general directives, from the Director, Planned Giving and the Director, Advancement Strategy and Brand Communications. A great deal of resourcefulness and initiative are required in the planning, development and co-ordination of all planned giving programming. Each file will be unique and will require skill and flexibility.

This position participates in the planning, preparation and execution of planned giving programs and contributes to the proper management of the administrative function within the office. The Planned Giving Coordinator is responsible for planning, developing, and producing the semiannual newsletter to support University Advancement, strengthen engagement with donors and friends, and move forward the goal of a culture of philanthropy at Carleton University. In addition, the incumbent manages office functions, organizes and coordinates planned giving files and programs office administration, budgeting and invoicing activities for both the Planned Giving Team and Communications Team. The incumbent will also proactively coordinate the estate administration process: record and track estate gifts from first death notice, deal with both amateur and professional estate trustees, coordinate correspondence with lawyers and other estate professionals, ensure all disbursements are allocated and receipted in compliance with university policy and tax regulations.

In order to expand the base of engaged, committed planned giving donors, the incumbent maintains a comprehensive knowledge of fundraising principles, and changing philanthropic climate, trends and techniques. She/he must maintain currency with all types of donation vehicles, charitable giving and fundraising instruments through formal fundraising education and/or a comprehensive professional development plan.

The incumbent must have excellent spoken English, strong editing/writing skills, and strong administrative experience, executive correspondence knowledge and deadline-oriented project skills.

The ability to build trust, develop relationships, protect privacy, and conduct thoughtful, professional communication with donors and their families is essential for the incumbent.

The incumbent is responsible for ensuring that all planned gifts and pledges are processed in a timely and accurate manner and that charitable tax receipts are issued as required, donor stewardship is customized, and that donated funds are used for the purpose for which they were intended. Errors can incur loss of goodwill, damaged reputation, and potential loss of income. Implemented effectively, Planned Giving fundraising initiatives build high-level interest, trust and philanthropic support, which contribute to increased revenue generation and lifetime giving habits.

The incumbent must be familiar with ongoing university directions, strategic focus and thematic priorities and be conversant with same.


The incumbent must possess the following qualifications:

• Strong organizational, multi-tasking and administrative skills, in order to stay on top of demands and constant changing priorities and deadlines.
• The incumbent must be able to initiate action with a minimal degree of supervision and follow through on requests and assignments from the Director, Personal and Planned Giving.
• The incumbent must be able to initiate action with a minimal degree of supervision and follow through with communications initiatives per the requests of the Director, Advancement Strategy and Brand.
• Excellent interpersonal and communication skills, ability to deal directly with board members, major donors, prospects, volunteers and senior management offices.
• Overtime work is required and is often scheduled with little lead time. Attendance at donor events, which are often held in the evenings, is required.
• Attention to detail and ability to multitask is important. The ideal incumbent must work well under pressure and have a positive, cheerful demeanor.
• Solid knowledge of the Microsoft suite including Excel, Word, SharePoint & Outlook.

Education and Experience:

The above is normally acquired through the completion of:

• Completion of a three (3) year post-secondary program in office administration. Consideration will be given to an equivalent combination of education and experience.
• Minimum of four (4) years’ experience in a coordinating capacity and previous experience in an office environment is required.

• Experience in a post-secondary setting is an asset.
• Experience in fundraising/financial services/trust/legal sectors is an asset.
• Financial and accounting background with experience in bookkeeping is an asset.

HR Note:

Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.
By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Please answer all of the following questions before applying

*1. Have you completed a three (3) year post-secondary program in office administration?
*4. Do you have experience working in a post-secondary setting?
*5. Do you have experience working in a fundraising, financial services, trust and/or legal environment?
*6. Do you have a financial and accounting background with experience in bookkeeping?

* Question numbers in red and with an asterisk indicate mandatory questions (answer is required).

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