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Manager, Advancement Operations

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Manager, Advancement Operations provides overall administrative and operational support in carrying out activities under the Director, Advancement’s area of responsibility, including advancement communications, financial accountability, development, and alumni affairs. It is the incumbent’s 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.

**Responsibilities**:
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 Director’s schedule ensuring that all necessary information and documentation is prepared and available to meet the needs of the Director’s 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
- Assists the Director with increasing the sense of Advancement’s 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 Director’s schedule which requires frequent out of office calls/visits to other cities, the incumbent needs to maintain management of the office, in the Director’s absence, while keeping the Director well informed of priorities and urgencies as they arise
- 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 logístical support for a variety of Advancement events (alumni, donor, recruitment, Dean’s 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 Raiser’s Edge database. Creates and pulls reports from Raiser’s 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 Office’s operating account
- Creates reports from Raiser’s Edge database
- Responsible for overseeing the coordination of charitable gift transactions to the Faculty, including gift agreements and MOUs, tracking and reporting, acknowledge