University of Waterloo

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Advancement Coordinator

Advancement Coordinator

Requisition ID 
Job Category  
3000 - Dean of Math Office
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job


Reporting to the Director of Advancement, Faculty of Mathematics, the incumbent provides a full range of administrative, clerical and project support to the Math Advancement Team. The Advancement Coordinator is considered a key central resource person to the Team and the Faculty of Mathematics for matters regarding alumni, individual, corporate and foundation partnerships, University strategic and geographic initiatives. The Advancement Coordinator will also supervise, direct and evaluate the work of a Co-op student each term and provide key support to the Director’s administrative deliverables.



  • Acts as the first point of contact for the Director of Advancement and the Advancement Team, establishing priorities for inquiries and redirecting/forwarding when appropriate. Ensures that departmental values are upheld and that information being provided is consistent and accurate
  • Provides advice based on Advancement and Finance policies and procedures, critical analysis using monthly Raiser’s Edge reports and budget analysis and reporting to the Director of Advancement, the team and internal/external stakeholders regarding issues impacting the Faculties’ major gift activity and the achievement of the Director’s priorities
  • Facilitates the work of the Math Advancement Team by identifying linkages and emerging issues and opportunities between geographic, departmental and donor portfolios and by making recommendations that enhance systems/processes/programs that support the priority of the Director
  • Supervises, assigns work, and evaluates the work of Co-op student(s) each term, in addition to multiple workstudy international students.
  • Liaises with Human Resources regarding relevant staff policies and procedures on behalf of the department, and coordinates all departmental recruitment activities


  • Provides both high-level and general administrative support and financial oversight for the department, ensuring that tasks are completed in a timely manner. Communicates administrative and financial priorities to the Director, including an analysis of how priorities are established and what follow up is required
  • Coordinates the Director of Advancement’s schedule, ensuring that necessary preparations and materials are in place according to the needs of the event and an appropriate timeline
  • Coordinates travel arrangements for the Director, Dean of Math, other senior leaders and guests of the Faculty of Math
  • Responsible for the development of departmental processes, recommending changes to operational procedures if appropriate. Has primary responsibility for Math Advancement Gift Agreements and processes
  • as well as MOU’s, proposals and supplier contracts
  • In consultation with other departments as needed, drafts all scholarship and sponsorship agreements and coordinates the necessary approvals
  • Leads the department’s special events, working closely with other departments on campus
  • In conjunction with other leaders and alumni, coordinates campus visitors and their itineraries
  • Creates and edits departmental communications, including memos, letters, proposals, promotional materials, and briefing notes etc
  • Onboarding of new employees, ensuring that appropriate resources are in place and that administrative access is set up properly

Data Integrity and Reporting

  • Oversight and data entry for multiple databases, collaborating with other stakeholders to ensure the accuracy and integrity of all records regarding vendors, suppliers and venues for special events in accordance with University records management and retention policies, and legislative requirements if needed
  • Performs research needed for various departmental and compliance documents, including the Annual Business Plan; creating presentation materials and statistical reports
  • Prepares reports to monitor the progress of department’s fundraising campaigns

Financial Oversight

  • Development and oversight of the department’s budget, including submissions, expenses, reporting, analysis, and forecasting
  • Responsible for managing a small office budget to arrange for office supplies, travel arrangements, catering and etc


  • University degree or equivalent post-secondary education and/or experience required
  • 3-5 years in an administrative role, providing support to a senior role is required
  • Development and alumni relations experience is an asset
  • Comfortable in high profile networking environments where developing new relationships is expected
  • Collaborative team player comfortable with the intake of information from a variety of sources and organizing for optimal storage and use
  • Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external partners
  • Independent judgement in areas of time management, task prioritization and decision-making
  • Strong financial reporting skills including budget development, oversight and forecasting
  • Demonstrated ability to successfully operate in a multi-stakeholder and complex environment
  • High level of maturity and empathy; dealing with sensitive and confidential information with sensitivity and integrity
  • Demonstrated ability to work independently and thrive in a fast-paced, entrepreneurial environment, effectively managing complex competing priorities while maintaining a high degree of accuracy, quality of work, and attention to detail
  • Strong technical skills related to data storage and organization, and ability to manage complex detailed work
  • Knowledge of the University’s policies, procedures and operating requirements, and the academic culture on campus
  • Familiarity with University governance systems
  • Strong initiative with the ability to anticipate the needs of the Director and Math Advancement Team
  • Proactive and highly resourceful
  • Superb time management skills with a demonstrated ability to effectively set priorities, identify problems and recommend appropriate solutions
  • Demonstrated experience performing research and preparing briefs and summaries
  • Strong communication skills (both verbal and written)
  • Exceptional interpersonal skills with strong customer focus, sensitivity to diversity and excellent judgement on confidential issues
  • Ability to foster positive relations and manage a range of relationships
  • Ability to contribute as a team player, projecting a positive, professional, courteous and congenial attitude; Initiative, confidence, ability to troubleshoot and problem solve
  • Some flexibility in working hours and overtime may be required