Advancement Coordinator

Southpointe Academy is a leading edge International Baccalaureate (IB) Continuum School surrounded by the ocean, beaches and natural beauty of South Delta. As a co-educational, secular day school serving over 740 students from Kindergarten to Grade 12, Southpointe is known for its strong sense of community, collaborative culture and commitment to professional development. The school fosters caring relationships with students and develops young people of character who make a positive difference in the world.

Southpointe takes immense pride in its world-class educational offerings. The International Baccalaureate Primary Years (Grades K-5), Middle Years (Grades 6-10), and Diploma (Grades 11-12) Programmes are globally recognized for their excellence, rigour and educational impact. These distinguished programmes are complemented by state-of-the-art facilities and purpose-built amenities, ensuring an innovative environment for learning. Southpointe is on track to complete its cutting-edge Expansion Campus, a 75,000-square-foot addition that seamlessly integrates with the school’s existing facilities. This significant achievement reflects the school’s ongoing growth and enduring commitment to providing an exceptional, future-focused learning environment for all members of the community.

Reporting to the Director of Advancement, the Advancement Coordinator plays an important role in supporting Southpointe Academy's philanthropic goals through effective fundraising research, donor database management, campaign administration, donor stewardship and advancement event coordination.

The Coordinator provides the organizational, research, analytical and administrative support necessary to strengthen fundraising activities, cultivate meaningful relationships with donors and prospective supporters, and ensure the effective delivery of advancement initiatives.

Working collaboratively with the Advancement team and other school departments, the Coordinator contributes to a professional, responsive and donor-centred advancement program that supports the School's strategic priorities and long-term development.

Role and Responsibilities:

Fundraising Research & Prospect Development

• Conduct research on prospective and existing donors, including current and former parents, alumni and other members of the Southpointe community;
• Identify and research prospective donors based on philanthropic interests, publicly available capacity indicators, giving history, and connections to the School;
• Prepare concise prospect profiles, donor research summaries and cultivation briefing notes for the Director of Advancement and Head of School;
• Analyze donor information and giving patterns to identify opportunities for cultivation, engagement, stewardship and future fundraising initiatives;
• Maintain accurate records of prospect research, donor engagement activities and cultivation progress within the advancement database;
• Support the Director of Advancement in developing and maintaining prospect lists and donor pipelines for the Annual Fund, capital campaigns and other fundraising priorities;
• Exercise discretion and maintain confidentiality in the collection, analysis and management of donor and prospect information.

Advancement Events & Fundraising Activities

• Collaborate with the Community Engagement and Marketing & Communications team in the planning, organization and execution of advancement events, including fundraising galas, donor cultivation receptions, stewardship events, campaign launches and donor recognition activities;
• Develop and maintain event planning schedules, checklists, timelines and logistical arrangements;
• Coordinate event requirements, including venues, catering, audiovisual services, vendors, invitations, registrations, seating arrangements and event materials;
• Support fundraising activities associated with events, including sponsorship administration, donor recognition, auction coordination and gift tracking, where applicable;
• Prepare guest lists, donor profiles, event briefing materials and supporting documentation for school leadership and event participants;
• Maintain accurate event budgets, monitor expenditures and assist with financial reconciliation;
• Coordinate post-event follow-up, donor acknowledgements, participation reporting and event evaluations;

Advancement Data Base & Gift Administration

• Maintain the accuracy, completeness and integrity of donor and prospect records within Raiser’s Edge and other relevant school information systems, including Alma;
• Process charitable gifts, pledges, donations and related financial transactions accurately and in a timely manner;
• Prepare charitable tax receipts in accordance with established school procedures and applicable Canada Revenue Agency requirements;
• Track outstanding pledges and coordinate pledge reminders and follow-up communications;
• Produce regular fundraising reports, donor lists, campaign summaries and financial reconciliation reports;
• Support database segmentation and reporting for fundraising appeals, donor communications and stewardship activities;
• Collaborate with relevant school departments to ensure appropriate reconciliation and consistency of advancement records.

Annual Fund & Campaign Support

• Provide administrative, research and operational support for the School's Annual Fund, capital campaigns and other philanthropic initiatives;
• Coordinate campaign schedules, communications, donor lists, solicitation materials and follow-up activities;
• Assist with the preparation, formatting and production of donor proposals, fundraising presentations, campaign materials and correspondence;
• Monitor campaign progress and prepare reports on participation, fundraising results, pledges and donor engagement;
• Support the Director of Advancement in tracking donor cultivation and solicitation activities, including follow-up actions and next steps;
• Coordinate campaign-related communications with school departments and external stakeholders.

Donor Stewardship & Recognition

• Coordinate timely and personalized donor acknowledgement correspondence, including letters and cards from the Head of School and Director of Advancement;
• Maintain accurate records of donor recognition commitments, stewardship activities and follow-up requirements;
• Coordinate the preparation and updating of donor recognition signage, named-space recognition and other recognition materials, adhering to all relevant school policies on gift acceptances and naming;
• Support the preparation of donor impact reports, stewardship communications and fundraising updates;
• Assist with donor meetings, visits, receptions and other cultivation and stewardship activities;

Alumni Engagement Program 

• Collaborate with the Director of Community Engagement to support alumni-related fundraising research, donor identification and engagement initiatives;
• Maintain accurate alumni donor records and support the integration of relevant alumni information within the advancement database;
• Provide logistical and administrative assistance for alumni events, recognition activities and fundraising initiatives;
• Support alumni-related communications and donor stewardship activities in collaboration with the Community Engagement team;
• Assist with graduation-related advancement activities that encourage graduating students to maintain lifelong connections with Southpointe Academy.

Administrative Support

• Provide comprehensive administrative and organizational support to the Director of Advancement and the Advancement team;
• Maintain advancement calendars, donor meeting schedules and departmental records;
• Prepare correspondence, reports, presentations and other materials as required;
• Support the coordination of Advancement Committee meetings, including meeting materials, scheduling, logistics and follow-up;
• Maintain organized records of fundraising activities, donor correspondence, event documentation and departmental procedures;
• Undertake other related duties consistent with the position, as assigned by the Director of Advancement.

Qualifications & Education Requirements

• A postsecondary degree or a combination of relevant comparable skills and experience; 
• Minimum three years' experience working in advancement fields - an equivalent combination of education and experience may be considered; 
• Strong working knowledge of Google Suite and Raiser’s Edge is preferred;
• Additional language proficiency, particularly Mandarin, is considered an asset.
• Not-for-profit or fundraising sector experience; 
• Key stakeholder and donor relations experience; 
• Demonstrated experience in managing print and electronic communication projects; 
• Excellent written, verbal, and interpersonal communication skills;
• Strong ability to take initiative and take independent action, demonstrating excellent project management skills; 
• Team player with proven experience of service-oriented skills
• Ability to exercise considerable judgment and deal with staff, donors, volunteers and alumni with tact, diplomacy, and professionalism; 
• Demonstrated ability to exercise a high degree of discretion, professionalism and confidentiality when handling sensitive donor, financial, personal and organizational information. 
• Knowledge of Independent School systems, structures, process, and decision-making structures in an asset. 

Hours of Work:

• Monday–Friday, 8:00 a.m.–4:00 p.m., with occasional evening and weekend commitments as required for school events and activities.

Salary and Benefits

• As per Collective Agreement: $35.91 per hour;
• Generous RRSP;
• Comprehensive health and dental plan, and other extended benefits;
• Staff wellness program;
• Heavily discounted lunch program.

Applications:

Please submit your application
here with the following supporting documents: 

• Cover letter;
• Resume;

Please see our website for additional opportunities.

Applicants must be legally entitled to work in Canada or be in the process of obtaining the appropriate visa(s).

Southpointe Academy encourages applications from suitably qualified candidates with diverse backgrounds. We value each community member’s identity, perspective and well-being, and embrace our differences as a sign of strength. We believe in diversity, equity and inclusion and are committed to equal employment opportunities.