University of Queensland

University of Queensland

Senior Funds Coordinator



  • Office of the Vice President (Advancement and Community Engagement)

  • Key role coordinating donations and dissemination of philanthropic funds for UQ

  • Collaborate with a wide range of internal and external stakeholders and partners

  • Be part of a team with a meaningful purpose and impact

  • Based at our vibrant St Lucia campus

  • About UQ

    As part of the UQ community, you'll have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

    Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you'll have the opportunity to contribute to activities that have a lasting impact on our community.

    Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

  • 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

  • 17% superannuation contributions

  • 17.5% annual leave loading

  • Access to flexible working arrangements

  • Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

  • On campus childcare options

  • Cheap parking (from just $5 a day)

  • Salary packaging options

  • About This Opportunity

    Under the direction of the Gifts and Funds Manager, you will oversee the monitoring, timely dissemination and continuous reconciliation of philanthropic funds in accordance with donor intent within UQ. You will work with key stakeholders to direct and oversee quality accuracy and integrity of philanthropic fund data by evaluating donor, gift and fund information received and appropriately creating, maintaining and enriching relevant university key databases and records. Additionally, you will be responsible for the production and/or coordination of gift and philanthropic fund data and summaries for donor reporting and enquiries.

    You will serve as the portfolio expert by applying critical thinking to independently address and lead matters related to philanthropic fund situations, in alignment with industry and accounting practices such as, Australian Taxation Office, Council for Advancement and Support of Education (CASE), Generally Accepted Accounting Principles (GAAP), Higher Education Research Data Collection (HERDC), and similar accounting, reporting and legal standards. You will also work closely with the Gifts and Funds Manager as a point of contact and liaison to Donor Relations, Finance and Business Services, Research and Innovation and other key business partners regarding philanthropic fund operation matters.

    Key responsibilities will include:

    Fund Operations:

  • Oversee the effective use of gifts and philanthropic funds by continuously monitoring the readiness status of these within the CRM, and work with the Senior Gift Standards Coordinator on the seamless handover of these funds to administrative units, including provisions for relevant supporting information, to support transparent use of funds in accordance with donor intent.

  • Working with the Senior Gift Operations Coordinator, act as a central point of contact, to proactively identify gifts and philanthropic funds which require follow up and actions, in doing so interpret and analyse existing policy, procedure and processes, and industry best practice to deliver a solution which aligns with donor intent and meets the needs of key business partners.

  • Proactively identify and lead timely resolutions for data integrity analysis of philanthropic fund contributions, coordinate required corrective action with the Funds Coordinator and stakeholders.

  • Oversight and management of the donation holding account to ensure timely distribution of philanthropic funds to administering units within UQ and when appropriate with UQ associated/affiliated organisations or controlled entities including, preparing supporting documentation and information as required.

  • Oversee the regular monthly uplift of specialised funds (endowments, research, and bequests) ensuring data sets used reconcile and in the case of a difference thorough investigation, solution and supporting documentation is provided to the Gifts and Funds Manager.

  • Oversee and maintain philanthropic research fund information within MyResearch (or relevant system) to ensure the timely release of funds to research projects.

  • Lead the timely reconciliation philanthropic fund transactions and information within the CRM and ledger including tracking process and performance trends to inform continual process improvement measures

  • Work closely with Finance and Business Services, to coordinate the development and dissemination of donor communications related to donor reporting and ad hoc financial enquiries. Provide timely resolutions via email and phone communications.

  • Fund data quality assurance:

  • Work closely with the Gifts and Funds Manager, Senior Gift Standards Coordinator and Donor Relations to contribute and develop the establishment of a robust framework for the implementation, monitoring, and repurposing of gifts to the University, including the development of processes, templates, policies and procedures that support the effective stewardship of the donors through capturing the impact of their giving.

  • Build relationships and networks, conduct workshops, and communicate effectively across the University to advocate for and facilitate effective acceptance, implementation and ongoing monitoring of gifts with a focus of ensuring key business partner needs are considered, for example, research, scholarships, prizes and other strategic priorities of the University.

  • Team operations:

  • Support the Senior Gift Administration Manager by encouraging and promoting internally and with key business partners a collaborative, solutions focused, outcome driven team that positions itself as experts in the gift lifecycle journey.

  • Engage in cross-collaborative partnerships and special projects to ensure continuous improvement within Advancement Services portfolio is aligned with gift acceptance and implementation priorities.

  • Supervise, guide and support the Funds Coordinator through annual planning and performance management.

  • Build relationships and communicate effectively to advocate for and facilitate effective processing of gifts with a focus of ensuring needs are met.

  • Support the continuous review and maintenance of procedural document library and proactively assess processes for gaps.

  • Lead the development of project plans and documentation with consideration to project lifecycle, stakeholders, reports and milestone tracking.

  • Lead the implementation of changes and communication initiatives to complement project delivery, to move Advancement Services from current state to future state.

  • Perform other duties as assigned.

  • This role is subject to The University's Code of Conduct.

    This is a full-time (100%), continuing position.

    At HEW level 7, the full-time equivalent base salary will be in the range $94,754.55 - $103,180.96, plus a generous super allowance of up to 17%. The total FTE package will be up to $110,862.82 - $120,721.72 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

    About You
  • Qualifications and training equivalent to an undergraduate degree in finance or accounting, with at least 4 years' relevant experience; or an or an equivalent combination of relevant experience and/or education/philanthropy/fundraising.

  • Demonstrated knowledge of the gift lifecycle, processing, data quality and industry standards that meet donor-centric expectations and the financial requirements of the institution.

  • Exceptional attention to detail with proven ability in using policies, procedures, guidelines and/or industry standards to conduct data entry and enrichment tasks

  • Experience analysing, investigating and solving data and workflow issues to deliver maximum efficiency

  • Strong relationship management skills and proven ability to develop and maintain positive, collaborative working relationships with a range of clients and internal stakeholders in a complex organisational environment.

  • Strong communication skills with the ability to tactfully and effectively articulate policy rationale, describe complex challenges, and clarify sophisticated solutions to business partners.

  • Demonstrated skill and knowledge of the technology tools available to Advancement including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access. Advanced knowledge of Excel preferred.

  • Desirable

  • Experience working within higher education Advancement, or the not-for- profit sector.

  • Experience in working with data from alumni and fundraising databases and CRMs such as the Raiser's Edge

  • In addition, the following mandatory requirements apply:

  • Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.
  • Questions?

    For more information about this opportunity, please contact Jacqueline Koutsis - [email protected]

    For application queries, please contact [email protected] stating the job reference number (below) in the subject line.

    Want to Apply?

    All applicants must upload the following documents in order for your application to be considered:

  • Cover letter addressing the ‘About You' section

  • Resume

  • Other Information

    At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion. We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity, LGBTQIA+, cultural and/or linguistic, Aboriginal and/or Torres Strait Islander peoples, or people with a disability. Accessibility requirements and/or adjustments can be directed to [email protected]

    If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

    Applications close Monday 19 February 2024 at 11.00pm AEST (Job Reference Number – R-35437).

    Please note applications will be reviewed as received. Candidates may be interviewed prior to the job closing date. We encourage candidates to apply as soon as possible.

    Job details


    Senior Funds Coordinator


    University of Queensland




    February 06, 2024

    Application deadline

    February 19, 2024

    Job type



    Business and Economics

    About the employer

    The University of Queensland (UQ) is one of Australia’s leading research and teaching institutions. UQ strive for excellence through the creation, preservation, transfer and application of knowledge. For more than a century, this university has educated and worked with outstanding people to deliver knowledge leadership for a better world.

    Since it was founded in Brisbane in 1909, UQ has provided exceptional study experiences, research excellence and collaborative partnerships, coupled with an unforgettable lifestyle and stunning climate, to deliver knowledge leadership for a better world. With 3 campuses and more than 40 teaching and research sites, UQ is the perfect place to teach, research and study. Take advantage of the extensive UQ features including the largest research library in Queensland, hundreds of quality study spaces, several museums, a theatre, 11 college residences, and magnificent sporting facilities, such as swimming pools, tennis, basketball and volleyball courts, sports fields, Olympic-standard running tracks, and gymnasiums.

    Our high-quality range of around 390 undergraduate and postgraduate programs is one of the most comprehensive in Australia, providing students with the latest and most advanced disciplinary knowledge and industry placements informed by UQ’s world-leading research. UQ’s 6 faculties, 8 globally recognised research institutes and 100+ research centres attract an interdisciplinary community of more than 2,000 scientists, social scientists and engineers, who continue UQ’s tradition of research leadership.

    As you enjoy Queensland’s stunning campuses and climate, you can also make the most of the University’s proximity to many natural wonders – including beautiful beaches, lush rainforests, outback deserts, the Great Barrier Reef, as well as the largest sand island in the world – and visit stunning tourist attractions within an hour’s drive, such as the Gold and Sunshine Coasts, Byron Bay, Lone Pine Koala Sanctuary, and the world-famous ‘Australia Zoo’. Within Australia, Brisbane is renowned as a friendly and affordable city, with plenty of dining and entertainment attractions, and was ranked by The Economist Intelligence Unit’s 2019 Global Liveability Index as the world’s 18th most liveable city, achieving a perfect score for education and healthcare.

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