Advancement Operations Manager

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Advancement Operations Manager is responsible for the overall administrative and operational running of the Faculty of Engineering Advancement department, under the co-leadership of the Director, Marketing & Communications, and the Director, Development & Alumni Relations. The role supports all Advancement team activities from marketing/communications, undergrad and grad recruitment, development, fundraising, alumni affairs, donor relations and Faculty events.

As a key member of the department management team, this role provides strategic council and guidance for the successful management of core business operations of the Engineering Advancement department. This role manages special assignments, projects and activities on behalf of the Directors, consults with the Waterloo Office of Advancement and acts as a proxy for the Directors on administrative matters to the Deans Office, Department Chairs and Associate Deans, Office of Research and Office of Advancement. The Advancement Operations Manager is responsible for the overall office operations and ensures sound organization and efficiency in the day-to-day and long-term operations of the Advancement department.

**Responsibilities**:
Program Management
- Responsible for the execution and detailed management of Advancement’s priority fundraising projects including the Engineer of the Future Fund, Capstone Design and special award programs
- Collects and regularly reports on the Faculty marketing communication analytics in support of the Advancement team’s planning, decision making and performance-measurement processes. Sources, analyzes, verifies (and cleanses as needed), and interprets information
- Establishes measurement targets to monitor and assess the effectiveness of engagement and fundraising initiatives, including but not limited to web analytics, event attendance, surveys, etc.
- Project Manager of the Faculty efforts to celebrate and promote Capstone Design Symposia. Working closely with Faculty departments to pull together the promotional details to attract industry partnerships for the 14 program events that profile final year projects

Development Coordination
- Manages the detailed process for all Faculty gift agreements, including research gift agreements, and ensures all gifts received are appropriately allocated
- Generates fund requests as needed working closely with the Office of Advancement, Student Awards and Financial Aid, and the Graduate Studies Office and Engineering Research Office and Waterloo Office of Research. Conducts management oversight for ensuring all gift acceptance policies and procedures are followed
- Supports the Directors on internal and external committees/Boards and/or acts as a resource person to such committees including the Dean’s Advisory Council. May take and compile minutes, prepare agenda and perform follow up as required. Conducts research on associated topics and prepares reports and meeting packages
- Tracks and maintain monthly fundraising reports and support the development team with moves management
- Work with the Director, Development & Alumni Relations on prospect strategy and management including regular reviews, maintaining a tracking system, planning campus visits for prospects
- Generate briefing notes for donor/prospect meetings, follow up on actions from meetings

Financial Reporting
- Strategic leadership of the department budget planning, including the operating budget and ten individual program budgets. Assists the Directors in confirming final department budget allocations
- Management of operating accounts for all transactions going through the Advancement Office’s operating account; has signing authority under $50,000
- Responsible for ensuring proper administration and monthly reconciliation acting as internal control,monitoring all accounts and investigating over expenditures or irregularities
- Brief senior leaders on financial matters affecting their respective department
- Liaise with the Faculty Financial Officer on all budget and financial matters

Administrative & Office Operations
- Operational leadership in the planning, development, evaluation and management of the Advancement team’s administrative and events staff
- Establishes an overall efficient administrative unit based on best practices
- Provide leadership and direction to administrative and events staff, fostering constructive working relationships, setting an effective team agenda and ensuring performance goals are set and achieved
- Serve as a resource to consult and advise on planning, implementation and evaluation of complex, sensitive or highly confidential initiatives, special projects, events or emerging issues
- Conduct, direct, design, and implement administrative systems and structure including work processes and procedures
- Recommend changes/improvements and follow through to implementation of all technical and service matters for the physical office
- Directs, coordinates, and eva

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