Database Coordinator at University of Victoria

Location: british columbia, canada

Job Description

About this Opportunity *

Have great computer and organizational skills? Want to explore a new career path? Join the growing Alumni & Development team at The University of Victoria as we expand to implement a five-year plan to grow our fundraising program to $25 million.

We currently have an immediate opening for a Database Coordinator to support the Central Development team, our Legacy Giving department and our Development Officers in the units and faculties around campus.

UVic has been chosen as one of BC’s top employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Alumni & Development is the division of the university responsible for creating strong relationships and building philanthropic commitment between the University of Victoria and its alumni and friends, promoting the UVic Edge, which is a combination of dynamic learning, vital impact and an extraordinary academic environment that can’t be found anywhere else.

The university's Alumni and Development team works in and with faculties and departments to identify opportunities for donors to be instrumental in enhancing the university's programs, research and student support. An opportunity is available for someone interested in learning about fundraising, including planned giving, and who wants to train our development officers in the latest computer database processes and procedures, help to update records and systems, and prepare reports to track fundraising progress.

Job Summary *

Reporting to the Director of Fund Development with a dotted line to the Manager of Planned Giving and Estate Administration, the successful candidate will receive training on The Raiser’s Edge NXT, our fundraising database, and work with our team of development officers and Information Technology staff to ensure goals are met and information is kept efficiently and cohesively.



Job Requirements*

The successful candidate will have a Bachelor’s degree and at least three years’ of related experience. An equivalent combination of training, education and/or experience may be considered.

Requires understanding and knowledge of computers and databases including Microsoft Excel.

Preference will be given to work experience gained in an academic environment and/or to a background in fundraising, data processing or training environments.

In addition, it requires the following abilities:

  • Excellent organizational skills including attention to detail, time management, and ability to multi-task in a fast-paced environment.
  • Experience in effectively maintaining the confidentiality of highly personal and sensitive information.
  • Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community, external agencies and donors.
  • Strong writing and editing skills.
  • Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
Job Summary

Under the leadership of the Director of Fund Development (DOFD), the Development office works to advance the vision of the university by securing and increasing private sector funding for faculty/unit and campus initiatives by raising major and principal gifts from the university faculty and staff, and including, but not limited to, its alumni, friends and community members.

The Database Coordinator for Fund Development reports to the Director of Fund Development with a dotted line to the Manager of Planned Giving and Estate Planning.

This Coordinator provides primary advanced database support to the Director of Fund Development, the Manager of Legacy Giving and Estate Administration, and other faculty development staff ensuring the efficient operation and cohesiveness of the principal and major gift fundraising program. Responsibilities include preparing a variety of computer reports and materials, many of which are sensitive and highly confidential; interacting with development officers, deans, directors, alumni, major donors, volunteers, senior UVic executives, office administrators and students on matters relating to development; coordinating the Constituent Management Database, aka The Raiser’s Edge NXT (RE), as well as sitting on RE Design Committee.

The Database Coordinator is also responsible for coordinating RE NXT orientation and providing database training to new employees, and ongoing training to employees that includes database updates and changes in policies and procedures. The Coordinator interacts and assists with principal and major gift donors’ donations, events and meetings and also coordinates the donor pipelines. To this end, the Coordinator will be the unit’s key person for data integrity and database management issues representing the unit on database-related committees and working with the broader development team to ensure consistent business practices.

Job Requirements

This position requires an undergraduate degree plus a minimum of 3 years of experience in:

  • Advancement Services and/or Alumni and Development environments
  • Use of RE and related Blackbaud tools


An equivalent combination of education and experience may be considered.

Knowledge requirements include:

  • Expert knowledge of Blackbaud’s Raiser’s Edge NXT and Net Community
  • Expert knowledge of Microsoft Excel
  • Knowledge of the regulations, procedures, policies of the University the Office of the Vice-President External Relations and the Associate Vice-President Alumni and Development, the Association of Fundraising Professionals, the Canadian Association of Gift Planners, the Canada Revenue Agency, the Council for Advancement and Support of Education
  • Familiarity with prospect research
  • Project Management skills


Competency requirements include:

  • Excellent organizational skills including attention to detail, time management, and ability to multi-task in a fast-paced environment.
  • Experience in effectively maintaining the confidentiality of highly personal and sensitive information.
  • Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community, external agencies and donors.
  • Strong writing and editing skills.
  • Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
  • Ability to prioritize a large workload and deal with frequent interruptions.
  • Possesses a strong sense of urgency and follow-through
  • Ability to work under pressure and meet strict and often emergent deadlines


Assets or Preferences:

  • Experience gained in a post-secondary environment
  • Experience gained in a fundraising environment
  • Knowledge of Adobe InDesign and Photo Shop preferred
The University of Victoria is an equity employer and encourages applications from women, persons with disabilities, members of visible minorities, Aboriginal Peoples, people of all sexual orientations and genders, and others who may contribute to the further diversification of the university. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Kam Cheema, HR Programs and Project Manager, at uviccareers@uvic.ca. Any personal information provided will be maintained in confidence.

Additional Information
991983-DEVT-FOR JD-Database Coordinator-SG5