University of Waterloo

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Stewardship and Agreements Officer

Stewardship and Agreements Officer

Requisition ID 
Job Category  
5266 - Advancement Comm'ns & Dnr Rels
Job Status 
Regular Full-Time
Hiring Range 
$62,976 - $78,721

More information about this job


This position contributes to strong and lasting relationships with donors, and ensures consistent, manageable and transparent practices. The Senior Donor Relations and Stewardship Officer provides direction to fundraisers and management, and oversight of the programs, processes and preparations to establish and amend gift agreements, report on gifts, and advise on University of Waterloo naming opportunities.


Review of All New and Amended Gift Agreements

  • Provide expertise and assistance to fundraising staff as they prepare gift agreements to ensure they meet donor needs, UW priorities, CRA guidelines, human rights guidelines and other administrative and legal requirements
  • Review gift agreements for consistency, clarity and manageability as well as for adherence to internal policies and external requirements
  • Work with Grad Studies and Postdoctoral Affairs (GSPA), Student Awards and Financial Aid (SAFA) and Finance to review agreements and seek guidance on matters within their areas of expertise
  • Monitor and manage tracking system for gift agreement review
  • Provide policy and procedural guidance on process, content, and distribution

Oversight and Management of Gift Agreement Templates and Supporting Process Documents

  • Work with UW experts in Secretariat, Finance, GSPA, SAFA etc., and internal partners to prepare and maintain a system of templates, forms, and processes to aid in navigating, preparing and amending gift agreements
  • Ensure consistent and manageable procedures for fundraisers, and adherence to University of Waterloo policy and procedures

Financial Reporting of Annual Endowment and Non-Endowed Processes for Donors

  • Provide oversight and functional supervision to staff involved in the administrative support and production of annual endowment and trust stewardship reports
  • Assign, monitor and oversee the gathering of, manipulation of, and production and distribution of reports to donors and custodians from multiple sources of data
  • Maintain working relationships with GSPA, SAFA, and Finance staff for data requests and fund research
  • Manage coding requirements and develop practices for endowed and non-endowed donations for reporting purposes in Raiser’s Edge database
  • Work with Faculty Advancement teams to ensure accurate, current, transparent and professional presentation of data and inclusion of supplementary materials
  • Provide guidance and education to Faculty Advancement Officers on the financial data provided to aid in their understanding for donor meetings

Oversight of Stewardship of Donor Funded Gift Agreements

  • Provide overall fund stewardship management for donor-established endowment and non-endowed (trust) funds
  • Ensure that donor-created funds are spent consistent with donor wishes
  • Work with all endowment account holders to ensure that they understand their roles and responsibilities as stewards of donor funds, and prompt or confirm their role as unique obligations are discussed through agreement writing process
  • Liaise with on-campus partners to identify priority projects and develop a work plan for improvements to endowment management procedures
  • Monitor spending balances of endowment and trust accounts
  • Coordinate processes and opportunities to ensure donors are thanked by beneficiaries
  • Monitor and provide guidance on underfunded endowment processes

Manage a University of Waterloo Inventory of Named Spaces and Campus Potential Naming Opportunities

  • Direct staff through naming opportunity approval process
  • Advise fundraisers on potential funding levels for individual spaces based on a combination of set formulas, similar precedents, and particular space location and traffic circumstances
  • Manage the inclusion of approved naming opportunities and newly named spaces in the inventory
  • Provide guidance to staff on appropriate signage specifications and language when spaces are named

Support Donor Relations and Stewardship Efforts

  • Provide input and expertise to discussions pertaining to donor relations and stewardship programs and events
  • Regularly assess processes and procedures and identify ways to improve processes, reports, controls etc.
  • Other duties as assigned


  • Completion of a post-secondary degree and/or equivalent combination of education and experience in a fundraising and stewardship environment
  • 3+ years of progressive experience with a proven track record of achievement and success within a donor relations and/or stewardship environment
  • Experience with agreements and gift compliance an asset
  • Experience with program analysis and management of technology based reporting systems an asset 
  • Experience with financial reporting and/or reconciliation is an asset
  • Sound financial literacy
  • Strong understanding of charitable, legal and regulatory environment
  • Sound judgement and problem solving ability
  • Exercise tact and diplomacy
  • Ability to think strategically and negotiate/influence others
  • Excellent attention to detail, organizational and time management skills
  • Strong interpersonal skills and experience with people management
  • Excellent communication and presentation skills
  • Experience with project management
  • Competent using Microsoft Office
  • Experience with Raiser’s Edge and Sharepoint an asset