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Associate Director, Operations

Date: January, 2015
Reports to (Job Title): Associate Vice-President, Advancement Services
Jobs Reporting (Job Titles):

Manager, Gift Processing

Manager, Records

Training Officer
Location: Main Campus EC1

USG 12

35 hr/wk



Advancement Services

Primary Purpose

The Associate Director, Operations is responsible for leading, providing strategic oversight for, and being accountable for the activities and results of some of the core business/operational units within the Office of Advancement—Gift Processing, Records, and Training/Human Resources.  These units support and sustain university-wide and faculty-based fundraising and alumni programs.

Key Accountabilities:

1.  Provides strategic direction and oversight for the development and execution of business processes for these central support units/functions:


Gift Processing

The Gift Processing Manager and 5 staff handle processes associated with gift handling, pledge management, gift acknowledgement and receipting, various financial interfaces, reconciliation and disbursement of funds to the General Ledger. The team works in a highly computerized environment, and must have a good understanding of CRA guidelines, University of Waterloo Gift Acceptance Policy and all related procedures, CASE reporting standards, and the PCI DSS.


Records Management

The Records Manager oversees a team of 8 staff responsible for demographic updates to the database of more than 400,000 individual and corporate records. This data drives both fundraising and alumni programs activities. The team manages records changes coming from multiple sources—Alumni E-Community, alumni event registration, nightly Call Centre telemarketing activity, National Change of address files, the Human Resources custom interface, and directly from constituents. They also code many alumni interests, activities, and connections with the University of Waterloo.


Advancement Training

The Advancement Training Officer develops and implements a comprehensive new staff orientation program; provides systems’ training to new and existing staff; facilitates various workshops for advancement staff to enhance skills and professional development.  


2.  Provides technical expertise and counsel on financial and records management issues


3.  Leads and manages direct reports and provides operational leadership on human resources function for University Advancement


4.  Strategic management across units


5.  Manages facilities


6.  Donor Relations

Position Requirements


Completion of a Bachelor’s degree, and preferably has professional qualifications in business, finance, and/or human resources management.


7-10 years of progressive management experience preferably in an advancement environment; must have a proven track record of achievement and success with operations management; experience with financial/budget/project management and working knowledge of database/systems are essential.


MS Word Excel PowerPoint Other
Intermediate Intermediate Basic Fundraising database (Raiser’s Edge preferred)

Nature and Scope

Interpersonal Skills:

Internally, the Associate Director interacts regularly with the Associate Vice-President and is a key member of the Advancement Services leadership team and, as such, must have the ability to work collaboratively and effectively with peers. The incumbent must be able to lead and motivate individuals and groups and successfully mediate and negotiate with individuals and groups both externally and internally. The incumbent works closely with other senior administration in the Office of Advancement and Advancement leaders in the Faculties to plan, implement and execute strategic and operational services and best practices.


Externally, this position will have significant contacts with donors, alumni and suppliers and will be involved in problem solving matters that are critical to the organization.

Level of Responsibility:

The position is responsible and accountable for the overall results of the operations group and must be able to effectively manage a large staff, multiple deadlines and tight time constraints.

Decision-Making Authority:

Responsible and accountable for establishing the priorities for several operational units, and is responsible for developing and executing strategic business plans.

Physical and Sensory Demands:

 Minimal demands typical of a management position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of a management position exposed to stress and pressure associated with senior level responsibilities.