University of Waterloo

Associate Director, Advancement Operations

Requisition ID 2021-6755
Job Category
Office of Advancement
Employment Type
Time Type
Hiring Range
$81,811 - $102,263


The Associate Director, Advancement Operations is accountable for providing strategic leadership for the activities and results of some of the core business units within the Office of Advancement—Gift Processing, Records Management, and Training/Human Resources.  These units support and sustain university-wide and faculty-based fundraising and alumni programs.


Strategic direction and leadership

  • Leads the creation, documentation and improvement of business processes related to records management, gift processing, human resources, etc.

  • Identifies and implements strategic initiatives related to operations

  • Serves as an integral member of the Advancement Services management team and leads or participates in committees or project teams

  • Develops strategic plans, multi-year operating plans (OKRs) to guide the work of the Operations team in collaboration with academic support and faculty/AFIW partners

  • Coordinates business planning for Advancement Services

  • Maintains expert-level knowledge about charitable giving as well as emerging trends within the charitable sector


Provides technical expertise and counsel on financial and records management issues

  • Provides management oversight for ensuring that Gift Acceptance policies and procedures are followed, and that CRA guidelines are adhered to

  • Is a key resource for complex gift administration and gift acceptance

  • Receives, reviews and provides management oversight & recommendations for gifts-in-kind acceptance, ensuring appropriate appraisals and internal authorizations are received

  • Is aware of and works with Finance Officer and Systems team to maintain appropriate controls and compliance for gift processing and records

  • Plays an important role in the preparation of budgets for service units in Operations

  • Has delegated authority to sign for all operational expenses for Advancement Services

  • Designs manual or automated information management systems to meet user requirements which includes conducting work flow and business process analyses writing specifications, procedures, preparing documentation and design/delivery of training as well as conducting work flow analyses, user support

  • The incumbent has the senior responsibility of ensuring and maintaining the highest standards of data integrity for all alumni, donor and constituent records


Leads and manages direct reports and provides operational leadership on human resources function for University Advancement

  • Acts as the primary contact with Human Resources re: staff salary accounts, merit increases, performance ratings, probation periods, and vacation credits, and payroll records management for University Advancement

  • Supports other units on HR issues

  • Recruit, train, coach and manage performance of staff. Establish, communicate, and maintain operating guidelines and procedures for staff in alignment with University policies and procedures

  • Coordinates performance management process for Advancement

  • Tracks/monitors staff absenteeism, flex-time, vacation time


Strategic management across units

  • Works closely with other senior administration in Advancement, Finance, SAFA, GSPA, and others, to develop and maintain advancement policies, procedures, guidelines, templates, associated to gift acceptance, counting and reporting standards, prospect management, naming and recognition, endowment and trust reporting

  • Collaborates with senior management on the development and implementation of campaign plans, processes, goals, reporting, budgeting, human resources, and program strategies

  • Supports, communicates, and reinforces the mission, values, culture of the organization


Manages facilities

  • Plans, organizes and implements strategies related to office space utilization, renovations, facility management, key control, security systems and the like to ensure resources are available and appropriate to support the Office of Advancement

  • Responsible for coordinating and assisting with the procurement of all services and equipment for the Office of Advancement


Donor Relations

  • Works directly with individual and organizational donors and lead development staff in the process of reminding donors about upcoming or overdue pledge payments; handling inquiries; and clarifying issues of concern or of a sensitive nature

  • Other duties as assigned


  • Bachelor’s degree or equivalent is required

  • Professional qualifications in business, finance, and/or human resources management is an asset

  • 7-10 years of progressive management experience preferably in an advancement environment

  • Proven track record of achievement and success with operations management

  • Experience with financial, budget, and project management

  • Proven people management experience and skills to effectively organize, direct, motivate, mentor, and evaluate staff

  • Demonstrated knowledge of University of Waterloo policies related to gift acceptance and CRA charity guidelines
  • Demonstrated ability to build strong relationships, work collaboratively, and be sensitive to the needs and interests of various stakeholders

  • Ability to lead by example with excellent customer service skills to internal and external constituents

  • Advanced proficiency with donor management systems and reporting (Raiser’s Edge preferred) and intermediate skill level in Microsoft Office Suite

  • Superior writing skills, including grammar, spelling, editing, proofreading, and the ability to research and create reports

  • Ability to maintain absolute and complete confidentiality in all necessary matters, internally and externally

  • High degree of initiative and motivation with superior organizational skills, including the ability to effectively prioritize and manage multiple tasks and deadlines amidst competing priorities

  • Ability to advocate for team and operational needs while balancing department and university goal

  • Sound judgement with excellent critical thinking, problem-solving and conflict resolution skills

  • Proactive problem solver who will search to find necessary answers and solutions independently

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.


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 Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


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 or 519-888-4567, ext. 45935.


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