Data Coordinator (Extended)

Duties:

The Data Coordinator plays a pivotal role within the External Relations Department, focusing on integrating data related to fundraising, donor stewardship, and award management. This position requires meticulous attention to detail with a strong technical proficiency to ensure that data is exported and synchronized between different applications while maintaining integrity and consistency.  The position merges information from the department’s fundraising database, email marketing platforms and the award management system creating complete and complex profiles of donors, alumni, and prospects. Under the direction of the Manager of Advancement, the Data Coordinator also provides recommendations and insights on the automation of repetitive tasks and processes and supports various functions across all data applications including the department’s fundraising database (Raiser’s Edge) and the awards management database.

Data Management:

• Provides technical leadership in the generation and distribution of endowment and recipient reports for the department's stewardship initiatives aligning and matching information from different sources to ensure accurate reporting to donors.
• Supports the annual fundraising team in the donor renewal process for student scholarships and bursaries and is responsible for efficiently exporting and merging data to ensure the renewals are accurate and that donors are notified before scholarship or bursary deadlines.
• Regularly updates existing data to ensure that fund, award, and endowment contacts are accurate.
• Sets up awards, funds, and student disbursements in coordination with the financial aid department, updating and adjusting awards to ensure that all distributions are ready for processing.
• Performs data imports and exports between Raiser's Edge and other platforms, ensuring data integrity and consistency.
• Creates engagement metrics tracking and reporting on donor and alumni interactions including email opens and clicks and event attendance.
• Collaborates with staff to streamline data processes and enhance workflow efficiencies.
• Customizes the fundraising database to meet the specific needs of the fundraising team, configuring fields, attributes, and workflows.
• Identifies opportunities to leverage technology and automation tools to improve processes within the department.
• Provides training and support to staff on database usage, data entry protocols, and best practices for data hygiene.
• Conducts regular data quality assessments, reviewing gifts and transactions ensuring that the department's campaign and appeal structure is maintained for accurate reporting.

Reporting and Analysis:

• Generates comprehensive reports and analytics to support fundraising campaigns and donor stewardship activities, analyzing trends and donor behaviors to provide actionable insights for the department.
• Develops and maintains visual dashboards to effectively communicate key performance indicators and progress toward fundraising goals, focusing on renewal/retention rates and lapsing donors.
• Creates reports for analyzing award disbursements highlighting trends.
• Makes recommendations and creates and maintains a campaign and appeal structure that supports the visual reporting of real-time data.
• Executes complex queries and produces routine system outputs including pledge reminders and renewal emails.
• Communicates effectively to confirm data requirements from team members for newsletters, events, and fundraising appeals segmenting data if requested.
• Provides detailed monthly, quarterly, and annual reports using complex queries and exports.

Other Responsibilities:

• Works with annual fundraisers to ensure that awards disbursements are entered accurately following donor renewal cycles.
• Maintains awareness of current trends and best practices in higher education fundraising and participates in ongoing professional development.
• Assists and attends donors and university events if required.
• Responds to donor and staff requests regarding awards distributions and endowment reporting.
• Assists with other assigned projects and tasks.

Required Qualifications:

Bachelor's Degree in business administration, information management or a related field from an appropriately accredited institution. Minimum of three years' experience using relational databases in an education or non-profit environment. An equivalent combination of education and experience may be considered.

• Proficiency in CRM systems (e.g., Raiser's Edge NXT, Salesforce) and data visualization tools (e.g., Excel)
• Strong analytical skills with the ability to interpret complex data sets and communicate findings effectively.
• Advanced Microsoft Office (Word & Excel) experience.
• Strong attention to detail and a commitment to data accuracy and integrity, with excellent planning and organization skills.
• Excellent problem solving, critical thinking and analytical skills.
• Self-motivated with the ability to handle multiple priorities.
• Ability to work collaboratively in a team environment and independently with minimal supervision.
• Demonstrated pro-active approach to managing projects.
• A high standard of ethics, integrity, and commitment to the goals of the External Relations Office and VIU in accordance with its mission, vision, and values.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note: 

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students.  In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences.  We encourage members of all equity-seeking groups to self-identify within their application cover letter.  When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity.  Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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