Advancement and Donor Services Officer

Full-time, Permanent

About Us

Since 1852, under the direction of the Basilian Fathers, St. Michael’s College School has been educating young men in goodness, discipline, and knowledge for lives of leadership and service, and forming them in faith to present the face of Jesus Christ to a world in need of his grace and his peace.

We are Canada’s only Catholic, Basilian, faith-based independent school. We educate young men from Grades 7 to 12 in a university-preparatory programme. Our scholastic environment for all boys is well-designed and suited to their strengths, aptitudes, and needs. It provides a unique learning and growing experience during which a boy develops the framework of his character and builds the foundation for his life as a man.

In graduating young men who will change the world through lives of faith, character, and service, St. Michael’s College School brings integrity, unity, and healing to a fractured and uncertain world.

Working with us:

We take a whole-school approach to deliver an exceptional student experience.

To provide a modern learning environment with world-class facilities, St. Michael’s College School requires dedicated and collaborative employees with a variety of skills and abilities to support students. You may not be teaching our students, but your work impacts their St. Michael’s College School experience.

Our benefits include:

• Competitive compensation package
• Extended benefits paid by the school
• Access to professional development and educational opportunities
• Generous vacation programme (non-teaching staff)

Position Available:

The Advancement and Donor Services Officer is a key role with aim of expanding donor support of school through effective donor engagement and special events.

Reporting to the Director of Advancement & Alumni Affairs, the Advancement and Donor Services Officer is responsible for key components of all databases essential to Advancement initiatives to achieve fundraising objectives. They provide administrative support to the Office of Advancement.

In this role, you will:

Database Management and Administration:

• Manage all aspects of the Advancement databases (Raiser’s Edge NXT and Almabase), including data entry and integrity; use of global functions; production of queries, exports and reports; and maintenance of database policies and procedures.
• Update databases as required with new contact information, notes, and actions, while accurately tracking all community engagement activities within the database.
• Remain current with all CRA tax receipt rules and regulations.
• Process gifts across all platforms and ensure tax receipts are issued are timely and compliant with regulatory authorities and school policies, where required.
• Draft, edit, and customize content for stewardship activities including thank you letters and donor appreciation, in consultation with the Director of Advancement.
• Ongoing maintenance/updating of mailing lists for both print and digital initiatives (e.g.: Blue Banner Alumni Magazine mailing, and e-newsletters).
• Work collaboratively with the Finance Department; prepare batch deposits, assist with monthly reconciliations, donation reports, and support annual audit requests.
• Track and update all department-initiated programme and event attendance records in the Advancement database.
• Provide accurate, responsive, and professional administrative assistance for day-to-day functioning of the Advancement Office.

Donor Services:

• Respond to donor inquiries in a prompt manner and direct them to appropriate colleagues and sources of information.
• Work closely with the Director of Advancement to identify, cultivate, and steward prospective major donors and partnerships.
• Review new prospective donors to ensure the ongoing development, expansion, and renewal of the prospect base, to which the school can look for support.
• Assist in the implementation of personalized cultivation, solicitation, and stewardship plans for prospective and current donors, preparing relevant materials as required.
• Liaise with donors and prospects, including alumni, students, parents, staff, and other stakeholders, to foster relationships and gather relevant information for the database.
• Manage follow-up of pledges and recurring monthly giving.

Communications and Promotion:

• Assist with social media content and may provide articles or content for digital media – Parents’ Weekly and Vision newsletters.
• Assist in updating the SMCS Give portion of the school’s website (smcsgive.com)

Event Services:

• Assist with the coordination and execution of Parents’ Association events as assigned (such as Mother & Son Mass and Brunch, Father & Son BBQ) and assists with Advancement signature event planning (such as Homecoming, Order of St. Michael, Turkey Roll & Reunion, Big Blue Benefit) and execution, together with other department members and volunteer committees. This involves preplanning, and activities such as registration, set-up and break-down on-site at the event.
• Assist Advancement Team in ensuring event logistics are flawless and programmes flow smoothly, including the coordination of booking venues/catering, registrations, seating arrangements, speakers, and their requirements.
• Provide administrative support to the Parents’ Association to help them create and build connections with the SMCS community, increasing school engagement and volunteer participation.
• Coordinate post-event review meetings to help design better future events.
• Assist with the management of parent volunteer engagement at the school, including recruitment and training as necessary.

What you bring to this role:

• A commitment to the vocation of Catholic education as it is embodied in the tradition of the Basilian Fathers and the mission and vision of St. Michael’s College School.
• Completion of a post-secondary degree/diploma/certificate, preferably in fundraising, business administration, or database management.
• 3-5 years of experience working in an advancement-type setting, including fundraising or administration, preferably in a not-for-profit environment
• Strong proficiency with Blackbaud (RENXT, RE, BBMS), Almabase, MS Office, Canva, and Docusign
• Working knowledge of CRA tax receipting requirements.
• Experience working confidentially with personal and confidential data, as well as exercise discretion and sound judgement.
• Excellent written and verbal communication skills, including the ability to draft, proofread and edit a range of written material and can converse over the phone.
• Enthusiastic team player with a demonstrated ability to work on own initiative and within a team.
• Excellent organizational and time management, administrative, and problem-solving skills.
• Demonstrated ability to multitask with strict attention to detail and deadlines. Able to work under pressure, prioritize, work with interruptions, and respond quickly to changes and requests.
• Ability to lift up to 40 pounds.

Assets include:

• Knowledge of the independent school environment and St. Michael’s College School in particular
• Experience in planning and organizing events as well as working with volunteers
• Experience working on capital campaigns

Reports to: Director of Advancement

Supervises: N/A

Contacts: All members of the St. Michael’s College School community, various vendors and suppliers.

Hours of Employment: This is a full-time position that works throughout the year in a school setting.

Based on a 35-hour work week – Regular hours are Monday to Friday, 8 a.m. to 4 p.m.
Flexibility to work evenings and weekends as needed and arranged in advance.

This position works on-site at the school located at Bathurst St. and St. Clair Ave. W. in Toronto, unless an event dictates otherwise.

Rate of Pay: Salary is commensurate with experience, with a range of $60,000-$75,000. Remuneration includes a comprehensive benefits package and access to participate in the organization’s defined contribution pension programme.

How to apply:

Interested applicants should forward a cover letter demonstrating your understanding of the Mission and Values of St. Michael’s College School and resume by email to resume@smcsmail.com indicating ‘Advancement and Donor Services Officer’ in the subject line.

Please note that applications will be reviewed on a rolling basis.

The deadline to apply is ongoing until this position is filled.

We thank all candidates in advance. However, we will contact only those selected for an interview. No phone calls or agencies, please.

Final appointment is subject to completion of a satisfactory vulnerable sector record check.

St. Michael’s College School will provide reasonable accommodation for qualified individuals with disabilities in the job application process. Applicants are required to make their needs known in advance.