Manager, Advancement Operations

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Posting Information:

Internal posting deadline is October 9 2025 at 11:59pm.

Job Description:

Primary Purpose

The Manager Advancement Operations provides overall administrative and operational support in carrying out activities under the Director Advancements area of responsibility including advancement communications financial accountability development and alumni affairs. It is the incumbents responsibility to assist the Director in handling a wide variety of activities at a high level of performance and to ensure that the office operates in an efficient and professional manner. The Manager Advancement Operations manages special projects and activities on behalf of the Director and may provide support and direction to Associate Directors in the Advancement unit.

Key Accountabilities

Executive Support to the Director Advancement

• The incumbent must have a broad knowledge of the various activities and responsibilities to prepare the Director with the materials required for effective participation in and/or chairing of meetings with committees organizations donors and prospects.
• Coordinates and manages the Directors schedule ensuring that all necessary information and documentation is prepared and available to meet the needs of the Directors timetable.
• Coordinates the research and writing of confidential briefing notes in preparation for donor/corporate/individual meetings by the Director Dean and/or President.
• Ensures all participants for calls (UW staff and volunteers) are fully briefed and prepared with materials.
• Acts as liaison with senior faculty and staff members. Determines the nature and priority of business and provides information to faculty staff students student organizations and other internal and external contacts daily via in-person email and voicemail inquiries.
• Assists the Director with increasing the sense of Advancements identity cohesion and team collaboration.
• Interacts frequently with the Office of the President and other administrators to relay information seek advice engage parties in visits/events/meetings.
• Given the Directors schedule which requires frequent out of office calls/visits to other cities the incumbent needs to maintain management of the office in the Directors absence while keeping the Director well informed of priorities and urgencies as they arise.
• Provides both high-level and general administrative support including but not limited to mail email including confidential matters screening calls arranging travel meetings etc.
• Notes information that requires follow up and independently responds to inquiries and composes associated draft correspondence reports etc.
• Supports the Director on internal committees and/or acts as a resource person to such committees. May take and compile minutes prepare agendas and perform follow up as required. Conducts research on associated topics and prepares reports as necessary.
• Contacts donors and senior corporate and university officials to coordinate meetings on behalf of the Director and often the Dean and senior university volunteers requiring the coordination of several individuals calendars and in several geographic locations.
• Organizes campus visits for senior corporate officials dignitaries and donors often involving the Dean President and other senior faculty members.

Administrative Management

• Responsible for the recruitment evaluation performance management and professional development processes for the Advancement Coordinator.
• Manages and approves time off requests on behalf of the Director Advancement in Workday.
• Designs and maintains the office filing systems - electronic and hard copy.
• Provides logistical support for a variety of Advancement events (alumni donor recruitment Deans Office).
• Coordinates travel arrangements and travel claims using Concur.
• Manages databases and departmental mailings (print and electronic) for the annual report alumni appeals and magazine event invitations etc.
• Orders and maintains inventory of advancement materials and supplies (promotional collateral office supplies promotional items etc.).
• Maintains filing system for photography and imagery.
• Creates event reports.
• Assists in the coordination of tours for special guests donors dignitaries and visitors.
• Organizes and manages donor data entry into Raisers Edge database. Creates and pulls reports from Raisers Edge
• Schedules and coordinates internal and external meetings equipment and support materials.
• Works collaboratively to assemble and proofread memos letters proposals presentations and other materials to support development and alumni activities.
• Records transcribes and distributes meeting minutes.

Financial and Reporting

• Assists the Director in the preparation of the annual operating budget of the Advancement Office.
• Monitors the budget and follows up on financial matters as required.
• Prepares projections and variance reports as necessary.
• Provides financial details regarding budgets reporting expenses etc. to the Faculty Administrative Officer and Faculty Financial Officer as needed.
• Manages the monthly account reconciliation and maintains expense records for all transactions going through the Advancement Offices operating account.
• Creates reports from Raisers Edge database.
• Responsible for overseeing the coordination of charitable gift transactions to the Faculty including gift agreements and MOUs tracking and reporting acknowledgement and recognition ensuring compliance with University policies and industry best practices.

Special Projects

• Administers and coordinates special projects and departmental initiatives. Researches topics analyzes data creates PowerPoint and other graphic presentations.
• Works closely with the Director on building relationships with other departments within the Faculty/University and with external stakeholders.
• Other duties as assigned by the Director Advancement.

Required Qualifications

Education

• University undergraduate degree preferred or equivalent combination of education and experience.

Experience

• Administrative leadership project management and managerial experience with a demonstrated ability to manage concurrent projects under tight deadlines.
• Ability to adapt to changing administrative and financial systems
• Excellent human resources management skills and the ability to guide and develop staff and foster team relationships.
• Development and alumni relations experience an asset.
• Experience developing monitoring and managing budgets; ability to analyze synthesize and organize financial information.
• Independent judgment in areas of time management task prioritization and decision making.
• Event planning experience would be considered an asset.

Knowledge/Skills/Abilities

• Must be a strong communicator (oral and written) with the ability to build relationships with senior administrators alumni donors and students.
• Comfortable in high profile networking environments where developing new relationships is expected.
• Possess strong planning and organization skills with exceptional attention to detail.
• Must be a problem solver with a friendly professional customer service-oriented personality.
• High level planning time-management and project management skills.
• The ability to interact with a wide variety of people in many different contexts.
• Ability to conduct themself with a high degree of diplomacy and tact. Possess the ability to adhere to privacy guidelines.
• Technical skills/knowledge Unit4 Concur AirTable Raisers Edge etc. would be considered an asset.
• Occasional travel required Working Hours: Regular working hours some evening/weekend work required

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 or ext. 45935.