Advancement Coordinator

Your Commitment: This is a full-time, year-round position within a school setting. The role is permanent and involves a 35-hour work week, with standard hours from Monday to Friday, 8 a.m. to 4 p.m. Flexibility may be required to work evenings and weekends, which will be scheduled in advance.

Location: This position is based onsite at the school located at Bathurst St. and St. Clair Ave. W., Toronto, with occasional attendance at off-site school events.

Salary Range: Competitive, based on experience, ranging from $60,000 to $75,000.

Compensation: The benefits package includes comprehensive health benefits, a vacation plan, opportunities for professional development and education, and access to the organization’s defined contribution pension plan.

Position Available: Reporting to the Director of Advancement, the Advancement Coordinator is essential in managing key internal databases that support all Advancement initiatives and fundraising objectives. This position also provides administrative and event support to the Office of Advancement.

Responsibilities include, but are not limited to:

Database Management and Administration: Provide accurate, responsive, and professional administrative assistance for the daily operations of the Advancement Office. Manage all aspects of the Advancement databases (Raiser’s Edge NXT and Almabase), including data entry and maintenance; utilize global functions; generate queries, exports, and reports; and ensure adherence to database policies and procedures. Stay informed about CRA tax receipt rules and regulations. Process donations via various platforms, ensuring tax receipts are issued promptly and in accordance with regulatory standards and school policies when necessary. Collaborate with the Finance Department to prepare batch deposits, assist with monthly reconciliations, generate donation reports, and support annual audit requests.

Donor Services: Engage in the full lifecycle of donor relationships by communicating with donors to foster and maintain connections, working closely with the Director of Advancement. Draft, edit, and tailor content for stewardship activities, including thank-you letters and donor appreciation initiatives.

Communications and Promotion: Work alongside the Communications Department to assist with social media and website content as needed.

Event Services: Help coordinate and execute events for the Parents’ Association and signature events at SMCS, collaborating with other departmental members and volunteer committees. Provide administrative support to the Parents’ Association to strengthen connections with the SMCS community and enhance school engagement and volunteer involvement, including recruitment and training as necessary. Track and record all department-led program and event attendance and interactions in the advancement database.

What you bring to this role: A commitment to the mission of Catholic education as represented by the Basilian Fathers and the vision of St. Michael’s College School. A graduate certificate in fundraising, business administration, or database management is an asset. 2-5 years of relevant experience in an administrative role within an advancement context is preferred. Familiarity with Blackbaud (RENXT, RE, BBMS), Almabase, MS Office, and DocuSign is desirable. A basic understanding of graphic design software (e.g., Canva or Adobe Photoshop) for simple tasks is a plus. Experience in database management is essential. Knowledge of CRA tax receipting requirements is advantageous. Proven experience in handling personal and confidential information while exercising discretion and sound judgment. Excellent written and verbal communication skills, with the ability to draft, proofread, and edit various written materials, as well as engage in phone conversations. Demonstrated capability to work both independently and collaboratively within a team. A proactive team player who can operate autonomously with minimal supervision. Strong organizational, time management, administrative, and problem-solving skills. Ability to lift up to 50 pounds.

Reports to: Director of Advancement
Supervises: N/A
Contacts: All members of the St. Michael’s College School community, various vendors, and suppliers.

About Us: Since 1852, St. Michael’s College School, under the guidance of the Basilian Fathers, has dedicated itself to educating young men in the principles of goodness, discipline, and knowledge for lives characterized by leadership and service, nurturing them in faith to embody the spirit of Jesus Christ in a world in need. We are Canada’s only Catholic, Basilian, faith-based independent school, serving young men from Grades 7 to 12 through a university-preparatory program. Our educational environment is carefully designed to cater to boys' unique strengths, aptitudes, and needs, providing an exceptional learning and growth experience that aids in character development and lays the foundation for their future. By fostering young men who will impact the world through faith, character, and service, St. Michael’s College School contributes integrity, unity, and healing to a troubled world.

Working with us: We take a holistic approach to ensure an outstanding student experience. To create a modern learning environment equipped with state-of-the-art facilities, St. Michael’s College School seeks dedicated, collaborative staff with diverse skills to support our students. While you may not directly teach our students, your role significantly influences their overall experience at St. Michael’s College School.

How to apply: Interested candidates should email a cover letter that reflects their understanding of the mission and values of St. Michael’s College School, along with their resume to resume@smcsmail.com, clearly stating ‘Advancement Coordinator’ in the subject line. Applications will be reviewed on a rolling basis until the position is filled. We thank all applicants; however, only those selected for an interview will be contacted. Please, no phone calls or agencies. The final appointment will be contingent upon a satisfactory vulnerable sector record check. St. Michael’s College School is committed to providing reasonable accommodations for qualified individuals with disabilities throughout the application process. Applicants should communicate their needs in advance. For this recruitment, SMCS will not be utilizing AI. Should this approach change, the job posting will be updated accordingly.