Skip to the content of the web site.

Senior Director, Donor Relations & Advancement Services

Department: Office of Development & Alumni Affairs Effective Date: July 2004
Grade: USG 14 Reports to: Vice President, University Relations

General Accountability

The Senior Director, Donor Relations & Advancement Services is accountable to the Vice-President, University Relations, and is responsible for two major components that mark the beginning and the end of the development continuum– Prospect Research and Donor Relations. The incumbent provides overall direction in these areas enabling prospects identified in the research phase to move through the fundraising cycle to become highly engaged donors and volunteers. The Senior Director, Donor Relations & Advancement Services also has a key role in providing leadership and planning for the financial, administrative, records, and systems functions handled through the Advancement Services team.

The Senior Director, Donor Relations & Advancement Services is a member of the University Relations senior management group, and works closely with the VP University Relations, Campaign Director, and other Directors in University Relations to plan for and carry out strategic directions for the office.

Nature and Scope

Other positions reporting to the VP, University Relations include the Campaign Director, Director of Communications and Public Affairs, Associate Director Government Relations, Sr. Director Development and Alumni Affairs, and the Director of Advancement for Engineering.

Reporting to the Senior Director, Donor Relations & Advancement Services, Donor Relations & Advancement Services are the following individuals:

The University of Waterloo is currently in a major fund-raising initiative, Campaign Waterloo: Building a Talent Trust.  The University has made significant progress on its overall goal to raise $260 million by UW’s 50th anniversary in 2007.  The campaign is organized on a decentralized model, with volunteer teams recruited to each of the Faculties, Colleges and major divisions, such as the Information, Communications and Technology sector, and the Library.

The Senior Director, Donor Relations & Advancement Services will work within University Relations, which is comprised of Development and Alumni Affairs, Communications and Public Affairs, and virtual team members in the Faculties, Departments, and Colleges. The Advancement Services unit supports activities for Development and Alumni Programs, and Donor Relations is a program within the Development Office. Significant interaction is required with all Faculties, Communications and Public Affairs, and other organizational units on campus in the implementation of the Donor Relations and Stewardship Program, and in the conduct of business administration across the office.

Significant Internal Relationships

    Significant External Relationships

Statistical Data

Specific Accountabilities

Donor Relations 

The incumbent works closely with a number of key people across campus including: program directors, managers, members of the Senior Administration, key university officials, donors and volunteers to carry out donor stewardship and gift recognition requirements within Faculties, Colleges and Central Office. The overall goal is to ensure that donors feel informed about the university, involved in its vision and plans for the future and confident that the University is efficiently utilizing the gifts received.  In addition to the development, implementation and management of UW’s Donor and Volunteer Stewardship Programs the Senior Director, Donor Relations & Advancement Services oversees all centralized stewardship and recognition activities and provides direction and advice for decentralized activities.  The Senior Director, Donor Relations & Advancement Services will:

Research 

The incumbent provides creative and efficient oversight and direction to the Research unit which is responsible for providing prospect research, streamlining/improving the research process, managing major prospect tracking, identifying new prospects, providing comprehensive and strategic prospect profiles and managing prospect clearance.

The incumbent will direct, through the Manager of Prospect Research, a Research team responsible for providing a full range of prospect research and data/information management.

The incumbent will regularly scan, test and implement (where appropriate) new tools and methods for facilitating long-term donor relations. Specific activities include developing and working with a Research Advisory Committee; evaluating the current prospect management system; and ensuring that the key activities of the Prospect Research team—preparation of simple and complex donor profiles, prospect identification, prospect-project matching, development of research tools and technology, prospect clearance—are managed effectively and efficiently.

Finance

The incumbent will be responsible for the overall accountability, integrity and trust of donors’ financial contributions to UW. In this regard the Senior Director, Donor Relations & Advancement Services provides oversight and management of donations handling according to the policies, procedures, and guidelines approved by the University, and in keeping with the federal government Customs and Revenue Agency guidelines.

The Senior Director, Donor Relations & Advancement Services, through the Finance Officer:

 

Systems and Records Management

The Senior Director, Donor Relations & Advancement Services is responsible for overseeing new system developments, information management, ensuring protection of information stored on the database, overall quality and accuracy of data on prospect/donor records. Working with the Manager of Systems and Records, the Senior Director, Donor Relations & Advancement Services ensures the appropriate procedures are in place to maintain record confidentiality and data integrity.

The Senior Director, Donor Relations & Advancement Services provides guidance to the Manager of Systems and Records, who is responsible for installation of equipment and software; troubleshooting equipment and network problems, maintaining software applications, extracting data and reports, perform system upgrades, file back-ups, new developments, etc. The Manager of Systems and Records ensures the appropriate requisition systems are in place and that requests are handled expeditiously.

The Manager of Systems and Records, together with IST, coordinates/maintains interfaces between the Benefactor database and other University Systems (Payroll, Human Resources, Student Records, Financial) and other in-house systems (Campus Call, E-Community) and ensures appropriate synchronization of data.

The Manager of Systems and Records oversees activities performed by the Records unit.

Working Conditions