Job Description

This is a Regular Full-Time position (Replacement)

Reports To: Vice President, Philanthropy and Partnerships

Women's College Hospital
For more than 140 years, Women’s College Hospital (WCH) has been developing revolutionary advances in healthcare. Now, more than ever, we know how important it is to address issues related to population health, patient experience, and system costs. At Women’s, we advocate for healthcare equity because we know that a healthy society requires a level playing field where everyone has access to timely, high quality, efficient and compassionate care. Today, Women’s is a world leader in revolutionizing healthcare for women and advancing health system solutions for all. Learn more about WCH, visit: www.womenscollegehosptial.ca and @WCHospital.

Women's College Hospital Foundation
Through the generosity of the community, the Foundation fuels the Hospital’s excellence in research and health care. Women’s is at the leading edge of fundamental changes in the healthcare system and the Foundation plays a critical role in advancing this agenda by supporting the Hospital and its extended mandate. With a long and proven history, Women’s is building on its established success to continue its role as a trailblazer. Donors have been, and continue to be, paramount to the success of progressive healthcare.

The Opportunity
As a key member of the Philanthropy and Partnerships team, the Philanthropy Coordinator will provide essential administrative, operational and database support to advance the Foundation’s fundraising goals. This position plays a key role in maintaining accurate donor information, supporting donor journey activities, and assisting the Vice President of Philanthropy and Partnerships with scheduling, expense tracking, and other administrative tasks. The ideal candidate is highly organized, proactive, exercises sound judgment, anticipates needs, and enjoys providing exceptional executive and operational support. They thrive behind the scenes, enabling fundraising success through collaboration, discretion, and attention to detail.

Executive Support
• Manage the Vice President’s calendar, including scheduling external and internal meetings, and anticipate and proactively resolve scheduling conflicts.
• Assist in preparing presentations, meeting materials, briefing notes, and correspondence for the Vice President.
• Coordinate donor meeting logistics, prepare briefing materials, and track follow-up actions.
• Track and process the Vice President’s expense reports, credit card reconciliations, and invoices in a timely and accurate manner.

Fundraising Operations and Portfolio Support
• Coordinate portfolio activities by tracking donor moves, monitoring next steps, preparing materials, and supporting follow-up across philanthropy and partnerships portfolios.
• Support the development of materials such as proposals, presentations, reports, briefing notes, acknowledgment letters, and donor correspondence.
• Coordinate donor meetings and communications in partnership with the philanthropy team, ensuring all donor engagement activities align with established portfolio management practices.
• Provide logistical and administrative support for donor events, meetings, campaigns, and stewardship activities.
• Handle special projects and perform other duties as assigned.

Database and Reporting
• Maintain accurate donor records, contact reports, actions, and pipeline activity in the donor database to support relationship management and fundraising strategy.
• Monitor data integrity and ensure donor records, contact reports, and fundraising activities are entered accurately and consistently.
• Generate donor reports, prospect lists, dashboards, and pipeline summaries to support prospect strategy, fundraising campaigns, and performance tracking.
• Support gift processing, donor acknowledgements, and data quality initiatives to ensure timely and accurate donor records.

Communications and Administration
• Serve as a liaison for internal and external communications, ensuring professional and timely responses.
• Act as backup for Foundation administrative support, including Foundation booth coverage, phone and email inquiries.
• Provide flexible administrative support across the Foundation as needed.

Qualifications & Core Competencies
• Post-secondary education with knowledge of fundraising, marketing and/or business administration is considered an asset.
• 2 years+ experience in a fundraising or business environment or executive-level administrative support.
• Demonstrated excellent communication skills (verbal and written), interpersonal, and problem-solving skills.
• Ability to exercise sound judgment and manage multiple competing priorities in a fast-paced environment.
• Demonstrated ability to anticipate needs, identify issues before they arise, and proactively implement solutions.
• Demonstrated sound judgment, professionalism, and discretion, including knowing when to take initiative and when to seek guidance.
• Proven ability to work collaboratively across teams while building strong working relationships
• Strong organizational and project management skills with attention to detail.
• Strong proficiency in Word, Excel, PowerPoint and Outlook.
• Experience with fundraising database software, such as Raiser’s Edge, is considered an asset.
• Ability to handle confidential information with discretion.
• Availability to work outside of normal business hours on occasion.

Salary Range: $50,000 - $57,000. Eligibility for merit pay and comprehensive benefits, including Healthcare Ontario Pension Plan enrollment.

Women’s College Hospital may use artificial intelligence (AI) or automated decision-making tools during various points in the recruitment and selection processes. Please note that third-party job boards may apply their own automated features when displaying or promoting this posting. Women’s College Hospital has no control over these external platform tools.
If you suspect any recruitment related advertising, communication or content did not originate from Women’s College Hospital, please report it immediately by providing the relevant details to WCH Job Advertisement Fraud Reporting Form.
Employment at Women’s College Hospital is conditional upon the verification of credentials, completion of a health review, and proof of immunity and vaccination status for vaccine-preventable diseases, in alignment with WCH Communicable Disease Surveillance protocols. Successful candidates will be required to complete the Employee, Physician and Volunteer Immunization Record Submission Form and the Pre-Placement Health Review Form prior to commencing employment. Submission instructions will be provided in the new hire package and all requirements must be satisfied prior to commencing employment.
Women's College Hospital Foundation is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Foundation and Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants are asked to make their requirements known in advance.