| Date: |
June, 2015 |
| Reports to (Job Title): |
Associate Director, Annual Giving |
| Jobs Reporting (Job Titles): |
None |
| Department: |
Office of Advancement |
Location: |
Main Campus |
Grade: |
USG 6
35 hr/wk |
Primary Purpose
The University of Waterloo’s Annual Giving program consists of various annual fundraising appeals that raise an excess of $3 million dollars annually. Waterloo’s Annual Giving program is the foundation of the University’s fundraising efforts and overall future prospect pipeline development. The Annual Giving program is multi-faceted in nature, requiring coordination, analysis, and implementation of various types of fundraising methods including personal visits, telephone solicitation, direct mail, and electronic solicitation, etc.
The Development Assistant is primarily responsible for providing support for the coordination, implementation and distribution of annual campaigns and various special appeals such as the Grad Class Challenge, Keystone, and Circle campaigns. The Development Assistant is also responsible for the effective management and supervision of daily correspondence with annual donors and is responsible for providing administrative support to the Associate Director and Annual Giving team members.
Key Accountabilities:
1. Program Support:
- Assists in the managing, producing, and tracking of appeals (including renewal, acquisition solicitations and pledge reminders) and other correspondence processed through the Annual Giving program
- Generates monthly reports for Annual Giving programs
- Responsible for producing a variety of letters through mail merges using complex data
- Develops and ensures a timely process in the extraction of data from the Advancement database
- Assists with budget preparation; oversees the monthly budget tracking for Annual Giving programs
- Responds to donor inquiries and information requests in a timely and professional manner
- Updates and maintains process documentation as they relate to Annual Giving programs
- Responding to correspondence and email on behalf of the Annual Giving team and Associate Director, Annual Giving, distributing/routing correspondence and meeting notes to appropriate staff within the department
- Preparing cheque requests, purchase orders, shipping orders, travel claims and other requisition paperwork as required
- Overseeing coop students as required
- Assists with planning and executing of Annual Giving events
- Facilitates meetings by booking facilities and refreshments; preparing handouts and reports; assisting with electronic presentation notes; producing meeting notes, handling responses and attending to special requests
- Maintains various lists and calendars and distributes when necessary.
- Acts as back up to the Administrative Assistant to the AVP, Development to ensure all areas receive support during peak times and during holiday periods
- Other duties as assigned
2. Organizational Relationships:
- Works with key Advancement contacts and other internal contacts on Annual Giving programs and processes
- Works with Advancement Services to oversee the seamless operation of the Annual Giving appeals, data extraction, correspondence, and pledge processes
- Works with the Annual Giving team including Call Centre manager/supervisor to ensure all appeals, pledge reminders and thank you letters are coordinated and scheduled appropriately.
Position Requirements
Education:
Completion of a Bachelor’s degree or equivalent combination of experience.
Experience:
Demonstrated planning, project management and teamwork abilities. Excellent interpersonal, communication, analytical, and problem-solving skills. Ability to handle a variance of tasks and stress loads to meet deadlines. Attention to detail and sound judgement, tact, and diplomacy essential. Familiarity with university policies and procedures an asset; experience with Raiser’s Edge an asset.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Strong |
Strong |
Intermediate |
Constituent Management Software or similar software (Raiser’s Edge)
Intermediate
|
Nature and Scope
Interpersonal Skills:
Internally, communicates primarily with the Annual Giving team as well as the Office of Advancement broad team. Externally, this position has significant contact with retired faculty, staff, alumni, parents and friends of the University.
Level of Responsibility:
The position has a critical role in creating an efficient correspondence process for Annual Giving and managing the production of all ‘in house’ appeals, reminders, and thank-you letters.
Decision-Making Authority:
Responsible for overseeing and managing the tasks required to be carried out by the Development Interns/Co-operative students, when appropriate.
Physical and Sensory Demands:
Minimal demands typical of a position operating within an office environment.
Working Environment:
Minimal exposure to disagreeable conditions; deadlines pressures with demand for thoroughness and accuracy typical of program administration responsibilities.
