Manager, Advancement Records
Manager, Advancement Records
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Job Description
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Job Type:
EmployeeDuration in Months (for fixed-term jobs):
N/AJob Family:
Data and Network Management# of Open Positions:
1Faculty/Service - Department:
Information Management and Business Intelligence ServicesCampus:
Main CampusUnion Affiliation:
UOITPDate Posted:
juillet 30 2025Applications must be received BEFORE:
aot 18 2025Hours per week:
35Salary Grade:
UOITP Grade 12Salary Range:
$ - $University Advancement plays a pivotal role in fostering meaningful connections between the University and its alumni donors and partners. Our team is dedicated to advancing the Universitys mission by securing philanthropic support engaging with our vibrant alumni community and building partnerships that drive innovation and excellence. Through strategic initiatives and collaborative efforts we help shape the future of the University ensuring that it continues to thrive as a leading institution of higher education and research. Together we empower our students faculty and researchers to make a lasting impact on the world.Position Purpose
Under the supervision of the Director Business Intelligence This role provides strategic oversight over the Universitys primary philanthropic CRM operations by ensuring data integrity system optimization and effective team leadership. This role is pivotal to the success of all Advancement functions which rely on the CRM to drive the annual generation of philanthropic revenues and to foster meaningful engagement with alumni and supporters. The incumbent assists in the short- and long-term planning evaluation and overall maintenance of the CRM and manages data processing professionals who provide database support services. To this end the position plans organizes controls and evaluates operations; establishes plans and procedures; and ensures that the team has the human financial and technical resources required to deliver and support efficient services. While the position supports all functional areas of Advancement its focus is on the uptake maintenance and dissemination of extended biographical data.
In this role your responsibilities will include:
Data and project management: Leads major data initiatives including large-scale updates and alumni data integration. Oversees fulfillment of data requests collaborates with clients to define priorities and manage expectations and ensures project delivery through structured planning and control mechanisms.
Quality assurance and compliance: Implements robust quality control measures to ensure data integrity. Develops and analyzes quality assurance reports oversees legacy data recording and ensures compliance with privacy policies and data governance standards.
Strategic and operational planning: Provides strategic input to plan for short- and long-term changes to the Advancement CRM and related IT systems. Analyzes service and institutional needs recommends software enhancements and business process improvements and supports future planning in coordination with leadership.
Technical expertise and innovation: Provides advanced technical guidance to resolve complex database issues. Identifies and implements innovations in CRM technology and practices. Maintains awareness of institutional IT trends and contributes to cross-campus collaboration on shared systems and services.
Training and support: Manages CRM user training documentation and support especially as relates to the functions of the Records staff and end-user basics. Emphasizes data policies and procedures and integration of the database with desktop tools. Oversees user permissions and access within the CRM and associated platforms to ensure that they align with operational needs.
Human resources management: Hires supervises and evaluates direct reports and ensures that they have the training and tools needed to efficiently and effectively do their work. Applies human resources management procedures and regulations.
Advancement support: Performs other related duties as required to support Advancement operations particularly in relation to records management and data integrity.
What you will bring:
University degree in computer science information systems management or a related field or an equivalent combination of education and experience.
Minimum five (5) years of experience in managing a large-scale CRM database data quality assurance and training others on relevant tools.
Bilingualism French and English (spoken and written).
Leadership experience in data management including team supervision recruitment conflict resolution evaluation training motivation technical guidance and balanced workload assignment.
Strong background in higher education advancement operations and fundraising campaign execution is preferred including close familiarity with key concepts such as direct marketing moves management and alumni relations.
Proven project planning and management abilities with a big-picture view of technical impacts and resource allocation.
Strong interpersonal negotiation and communication skills with the ability to manage client expectations across multiple stakeholders. High emotional intelligence and the ability to remain calm in challenging circumstances are essential for this role.
Critical thinking and problem-solving skills that allow the incumbent to identify new solutions and handle ambiguity.
Expertise in large-scale CRM application management and in data management tools (e.g. Omatic JMG) for tasks such as exporting loading global updates and deduplication.
Expertise in developing complex queries for a large complex data-relational database using advanced query interface tools is a minimum requirement. SQL is preferred.
Advanced proficiency in Excel MS Access or other spreadsheet/data manipulation tools.
Highly skilled in standard office software (e.g. Word email chat video conferencing) and adept at working with technology.
Comfortable using generative AI for research content creation and task support.
#LI-MP1
Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.
The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect teamwork and inclusion where collaboration innovation and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply we welcome applications from qualified Indigenous persons racialized persons persons with disabilities women and LGBTQIA2S persons. The University is committed to creating and maintaining an accessible barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.
If this is a front-line position with responsibilities to interact with students selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 Covid-19 Vaccination. This policy was suspended effective May 1 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.
Required Experience:
Manager
Employment Type
Full-Time
