University of Waterloo

  • Advancement Assistant

    Requisition ID
    Job Category
    5255 - Advancement-Principal Gifts
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 1 Year


    Reporting to the Director, Major and Principal Giving, Advancement Strategy, the incumbent provides a full range of administrative and project support to the Advancement Strategy team.



    • Assist in preparing the Advancement Strategy leadership team with materials required for effective participation in and/or chairing of meetings with committees, organizations, donors and prospects meetings
    • Assist in coordination of travel arrangements for the Director, Associate Vice-President (AVP), other senior leaders and guests of the team
    • Assist in Principal Gift Agreement templates and processes as well as Memorandums of Understanding (MOUs), proposals, and supplier contracts
    • Provide support for records and files for the office in accordance with University records management and retention policies, guidelines and legislated requirements
    • Provide general administrative support for inquiries, including confidential matters; notes information that requires follow up and independently responds to inquiries as directed by a senior team member
    • Work in collaboration with the team on the department’s special events, working closely with other departments on campus, including the President’s office as well as local and international caterers and suppliers
    • Provide administrative support for the development of promotional materials for special fundraising projects for the Advancement Strategy team
    • Administer the teams’ requests for donor database information request submissions and online request submissions as needed
    • Other duties as assigned


    • Provide administrative support for events, including but not limited to: maintaining data input for guest lists, assisting with food and beverage contracts, working as an on-point staff person during events to assist with logistics, parking for guests, restaurant reservations and guest gift preparations
    • Work in close collaboration, and under the direction of, other key Advancement Strategy staff engaged in events and campus activities including the Director, Stewardship Officer, Engagement Officer and Advancement Coordinator
    • Maintain a database of vendors, suppliers, venues and restaurants

    Special Projects

    • Assist in the administration and coordination of special projects and departmental initiatives; research topics, analyze data, and create PowerPoint and other graphic presentations as needed
    • Work closely with the Advancement Strategy team on building relationships with other departments within the Faculty / University and with external stakeholders

    Data Gathering and Reporting

    • Assist in preparing internal reports to monitor the progress of fundraising campaigns including: overall reports by project, project specific reports – i.e. department, stewardship, endowment, award, annual fund; generate reports from the various University database reporting systems such as (Raiser’s Edge)
    • Assist in the organization and maintenance of a filing system (both hard copy files and shared computer files); track and record on-going activities and events and compile volunteer information
    • Assist the Stewardship Officer in inquires about donors, their gifts and giving summaries
    • Work with Research Officer to ensure alumni and donor records are current and accurate by receiving and updating the database with new information in a timely manner; information sourced from verbal, e-mail, and Microsoft One Note updates.


    • Post secondary degree/diploma or equivalent combination of education and/or experience
    • 2 years of experience providing a range of administrative support
    • Demonstrated experience performing research and preparing briefs and summaries
    • Demonstrated experience supporting the execution of events is preferred
    • Strong communication and interpersonal skills with strong customer focus, sensitivity to diversity and excellent judgment and sensitivity on confidential issues
    • Proven ability to build strong relationships at all levels of an organization, as well as with external constituents
    • Demonstrated ability to operate successfully in a multi-stakeholder, complex environment
    • Ability to contribute as a team player, projecting a positive, professional, courteous and congenial attitude
    • Shows initiative and confidence in decision making and problem solving abilities
    • 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
    • Knowledge of the University’s policies, procedures and operating requirements, and the academic culture on campus
    • Strong initiative with the ability to anticipate the needs of Advancement leadership team


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