Philanthropy Coordinator (Temporary to April 2021)

United Way Lower Mainland - Burnaby, BC (30+ days ago)

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The Philanthropy Team (PT) is responsible for inspiring philanthropy in support of United Way of Lower Mainland’s (UWLM) mission by building life-long relationships with individual donors through leadership giving ($1200+), major gifts ($10K+) and gift and estate planning.

To work with the PT to identify, cultivate and engage prospective major gifts and planned giving donors and prospects. To develop and maintain a comprehensive list of prospects (through data-mining and online research), coordinate the prospect management process, as well as assist with stewardship activities. This position is the key staff member responsible for Gift & Estate Planning (GEP) Administration and Program Support.

Key Responsibility Area 1: Gift & Estate Planning (GEP) Administration & Program Support

Receives, reviews, and responds to correspondence related to estate and bequest administration
Enters information in donor database and digitally files correspondence
Works closely with other departments to oversee the efficient processing of releases, distributions, tax receipts, and other estate documents
Maintains a dynamic overview of open estates through review and communication with estate executors and solicitors
Coordinates with the relationship managers and finance to plan, budget, and project legacy giving revenue and expenses
Assists with planning and participates in GEP donor and prospecting events and activities
Supports the PT in the identification and qualification of legacy giving donors and prospects, including the preparation of legacy giving materials and information packages for donor meetings and events
Records, maintains and updates donor records in database including contact with donors, mail and email correspondence, and event participation
Creates and maintains records for estate administration, both electronic and hard copy, and drafts correspondence and documents as requested
Tracks and reports legacy giving communication activities

Key Responsibility Area 2: Philanthropy Team Operation Support

Supports the PT in providing high quality donor stewardship to all donors with the major gift team’s pipeline through timely appreciation calls, cards, and follow-up to donor gifts and inquires
Maintains the accuracy and integrity of the donor database, including data entry, donor reports, and timely acknowledgements for donations received and correct tax receipting.
Systematically tracks donor obligations and ensuring they are fulfilled
Provides donor specific giving analysis based on existing database and reporting needs
Prepares timely and research-based donor cultivation, solicitation, and stewardship materials including briefing notes and solicitation packages
Prepares mailings, including mail merges for Third Party Platform account
Liaises and co-ordinates with other UWLM departments as necessary to plan and execute department operations such as goal settings and solicitation letters
Assists the PT in ensuring the smooth operation of the department by relieving the Director’s burden to the extent possible e.g. gift processing, coordinating calendars, room bookings, catering, preparing materials, and event and meeting support as required
Assists the PT in continued integration and process development to successfully align the team
Develops and maintains procedures and policies for the daily operation and organization of the department, including gift processing and cabinet and board stewardship strategies

Key Responsibility Area 3: Prospect Research & Management

Researches and evaluates information from a variety of internal and external sources to determine a prospective donor’s capacity and probability/interest to give at a MG or GEP level
Provides PT with written biographical briefs about specific donors and prospects. Conducts specialized research projects as required
Identifies new prospects from fee-based data services, published print sources, electronic media, and news alerts
Prepares and maintains complete and detailed reports on prospects, current donors and volunteers such as board directors to assist fundraising staff and volunteers
Assists in the management and maintenance of the database system for continuous update of strategic biographical information on current / prospective donors including updating the data base as required
Monitors and maintains the United Way’s prospect management system to assist PT in prospect tracking, coordination, and moves management
Collaborates with the PT on plans and strategies to expand the UWLM’s prospect pool, identify prospect groups with shared values and to match prospects with United Way’s organizational and strategic priorities
Supports the PT regarding prospect identification and collaborates to develop cultivation and solicitation approaches for major gift donors based on identified linkage, ability and interest


Assists with administrative needs of the Philanthropy team
Occasional travel within the Lower Mainland to attend and prepare for meetings, events, etc.
May participate on Community Project Team(s)
Performs other duties related to the qualifications and requirements of the job

Two-year diploma required. Bachelor’s degree preferred
At least two years of professional experience in major gifts and GEP administration, including bequests, life insurance, gifts of securities and gift confirmations
A minimum of one year of professional experience working with major gift donors and prospects, including face-to-face solicitations and working with bereaved individuals
Possesses current knowledge related to fundraising and philanthropy, including understanding of the central issues of the field of philanthropy, different types of gifts, units/types of fundraising programs, as well as donor types and the cultivation process/cycle
Demonstrated ability to work autonomously and as a member of the team in a fast-paced, high volume, and professional environment while managing multiple priorities
Proven organizational skills and the ability to multi-task and work under pressure to meet tight timelines
Demonstrated ability to complete tasks/projects with great accuracy and attention to detail
Possesses sound judgement - must respect a high level of confidentiality; ability to exercise a high level of tact and discretion in both internal and external interactions is critical
Well-developed analytical and problem-solving skills with proven experience working with research database, including Foundation Search Canada
Proficiency in the use of Microsoft Office Suite products including email and internet
Demonstrated ability using and maintaining contact management databases and preparing mail merge documents/communications
Excellent written and verbal communications skills, with an emphasis on the ability to clearly and tactfully communicate sensitive and technical information
Strong interpersonal skills, with an ability to build excellent working relationships with donors, colleagues, advisors and vendors to attain goals
Desire to take initiative, and learn new concepts and skills
Energetic, flexible and ethical approach with a customer service orientation


Additional time may be required, on occasion, in the evenings and on some weekends due to the nature of this position


For success at UWLM and in this role, certain demonstrable characteristics will be required:

A commitment to building healthy, caring and inclusive communities, internally and externally
Curiosity and courage
A Can-Do attitude and willingness to creatively problem solve
Drive to succeed as an individual and as a team member
Ability to navigate ambiguity and comfortably operate in it
Models and fosters behaviour that establishes an empowered, determined, and united culture

This position is pay grade 32 which is $32.35/hr ($58,884 per annum)

Interested candidates are invited to apply by sending a cover letter and resume, referencing competition C-2020-03