University of Waterloo

Associate Director, Campaign Operations

Requisition ID 2024-11837
Department
Development Programs
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$83,455 - $104,319
Job Category
Advancement

Overview

Reporting to the Associate Vice-President, Development Programs, the Associate Director, Campaign Operations will be highly engaged in all aspects of campaign. Working closely with the Advancement Senior leadership team, the incumbent will oversee the project management of key campaign initiatives to ensure effective development, execution, and momentum.

 

The Associate Director, Campaign Operations will have a leadership role in ensuring effective campaign communication and coordination across units, fostering a cohesive campaign and furthering the One-Advancement team model. Working closely with and serving as a main point of contact with the campaign volunteers and internal campaign working groups, the incumbent will provide the administrative and operational support required to ensure productive and coordinated campaign efforts among these groups.

This position provides leadership, project management and support on campaign special projects and strategic initiatives. The Director develops and implements short- and long-term plans and ensures effective delivery of service to high priority stakeholders internal and external to the University.

Responsibilities

Campaign Strategic Initiatives, Project Management and Reporting

  • Works closely with the Vice-President, Advancement, AVP Development Programs, Advancement Executive Leadership team and other leaders across the university to mobilize and keep track of strategic campaign initiatives
  • Serves as project manager for key campaign deliverables, establishing and monitoring project schedules and timelines, work back plans and collaborating with colleagues across the organization to move campaign strategic initiatives forward
  • Conducts in-depth research and analysis in support of campaign initiatives, ensuring active participation of and collaboration with key stakeholders including Advancement-wide leadership
  • Develops process(es) to monitor, interpret and present key campaign milestones. Works with colleagues across Advancement to determine reporting needs and ensure reporting capacity
  • Accountable for timely completion of objectives, while flagging and managing risks that may jeopardize success of the outcomes
  • Provides advice, critical analysis and reporting to the Associate Vice-President, Development Programs, senior administration and internal/external stakeholders on matters related to campaign
  • Undertakes special initiatives and projects as determined by the AVP, being sure to liaise and coordinate with stakeholders to ensure roles are clear and actions are executed effectively
  • Provides project management support and contributes to the planning and execution of campaign related events, as required

Administrative Leadership

  • Develops meeting agendas for meetings initiated through the AVP, collaborating with others on pre-reads and related materials as required
  • Oversees the timetable and preparation of key documents and follow-up required for the Campaign Cabinet, Campaign Working Group, Campaign Advancement Leadership team and other campaign committees / meetings as they emerge
  • Creates and executes project plans and revises as needed to meet the changing needs and requirements of campaign initiatives, always ensuring that roles are clear, and actions are executed effectively
  • Maintains, adjusting as required, all project timelines, milestones and deliverables using appropriate methodologies and techniques
  • Develops mechanisms for tracking project progress and provides regular reports to stakeholders in a variety of mediums – i.e., presentations, concept papers, memos and email
  • Develops, proposes, and manages budgets as required and prepares expenses as required
  • Ensures that the AVP and team members are fully informed about emerging issues of importance/sensitivity, particularly with regard to campaign
  • Ensures the AVP receives important documents, strategic reports, and prepares the same as required
  • Attends meetings with or on behalf of the AVP to ensure that appropriate follow-up occurs and that the AVP is briefed on issues and outcomes
  • Undertakes research and analysis to assist the AVP with correspondence, reports, procedure documents and presentations

Communication

  • Communicates on behalf of the AVP, Development Programs with various colleagues across the university and external volunteers and donors as required
  • In collaboration with the AVP, Development Programs and the Director, Marketing & Communications, helps ensure regular, timely and effective campaign communications within Advancement and across the organization
  • Support and/ or lead in the collection, development and coordination of campaign planning resources and materials as required
  • Integrate unit level reports into university wide campaign reports as required

Relationship Management & Volunteer Management

  • Presents the university and Advancement with a high degree of professionalism with external volunteers, donors, and champions
  • Works closely with campaign volunteer leadership, providing high level organization and support to ensure a positive and productive volunteer experience, and provides a high degree of customer service
  • Supports the onboarding of campaign volunteers
  • Maintains a strong knowledge base of current Advancement programs, policies, resources, and services, developing strong relationships with senior leadership to effectively liaise, anticipate issues and identify opportunities, particularly in relation to campaign
  • Works collaboratively and consultatively with the senior administrative leaders across the university in support of a wide variety of campaign activities and projects
  • Develops positive working relationships and works closely with colleagues within Advancement and across the organization to foster a cohesive campaign and further the One-Advancement team model

Qualifications

  • University degree or equivalent education or experience
  • Project management certification an asset
  • Considerable administrative experience (5-7 years) implementing innovative administrative processes with the ability to provide strategic, administrative, and operational management at a senior level in a large institution or corporation
  • Experience working with fundraising campaigns a requirement. Experience doing so in an academic environment an asset. Direct major gift fundraising experience also an asset
  • Experience working with and leading volunteers
  • Experience with process and project development with an eye to continuous improvement after implementation
  • Ability to quickly assimilate information, analyze data and be able to provide advice, guidance and to make sound decisions
  • Proven experience providing communication and project management support and leadership in progressive roles
  • Experience in fundraising or donor relations roles – drafting proposals, gift agreements and donor reports an asset
  • Must demonstrate outstanding leadership and management skills and be an accomplished problem solver, demonstrating the ability to make independent decisions
  • Proven experience in collating and analyzing qualitative and quantitative data and information in order to draft reports, provide briefing materials and recommendations to a range of audiences including senior leadership
  • Must be confident, organized, and an accomplished problem solver. Tact, judgment, and diplomacy are essential
  • Ability to think and act strategically, creatively, and dynamically in a high-pressure work environment
  • Must be able to quickly assimilate information, analyze data and be able to provide strategic advice, guidance, and decisions on behalf of the Office of the Vice-President
  • Skilled at strategic thinking/planning and organization with strong analytical skills
  • Highly developed people management and leadership skills with the demonstrated ability to develop and support a professional, service, and continuous improvement focused workplace culture
  • Strong project management skills and demonstrated ability to manage multiple varied matters, conflicting priorities, and competing deadlines utilizing outstanding organizational, analytical, and problem-solving skills, exceptional time-management skills, and meticulous attention to detail
  • Verbal and written communication skills and an ability to clearly express ideas in an objective and discretionary manner
  • Demonstrated competency and ability to take initiative, to work independently, and follow through on work assignments within tight timeframes
  • Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents.
  • Collaborative team player comfortable executing and taking constructive input from multiple sources
  • High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion
  • Reflect a positive attitude by engaging, listening, and seeking to understand the needs of all stakeholders
  • Demonstrate flexibility and adapt readily and effectively to changing and urgent demands
  • Strong technical aptitude and proficiency in a Microsoft Office Environment

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

 

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

 

Positions are open to qualified candidates who are legally entitled to work in Canada. 

 

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.

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