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Associate Director of Advancement, Library

Date: January, 2015
Reports to (Job Title): University Librarian
Jobs Reporting (Job Titles): none
Department: Library


Main Campus


USG 12/13
35 hr/wk

Primary Purpose

The Associate Director of Advancement, Library is accountable for the development and management of a comprehensive advancement program for the Library, and reports directly to the University Librarian with a dotted line reporting relationship to a designated Director or Associate Vice-President in the Office of Advancement [hereafter “Advancement designate”].  The Associate Director works within the context of University, Library and Office of Advancement strategic plans and directions and within the framework of library and advancement policies and procedures to ensure that the Library has a coordinated and comprehensive advancement plan, with an emphasis on major gift fundraising activity.  The Associate Director, University Librarian, and the Advancement designate all work in close collaboration in the development and approval of the Associate Director’s goals, plans and objectives and the measurement and assessment of activity and performance. 

The Associate Director provides guidance and support to the University Librarian, Library Executive Committee, Library Managers group, and other library employees and volunteers involved in fundraising, alumni and stakeholder relations, and advancement communications on library-related, advancement initiatives. 


The Associate Director’s primary responsibilities include planning, development and execution of the Library’s advancement activities including designing and implementing fundraising campaigns and special appeals, goal setting, managing the major gifts portfolio, and providing leadership with respect to all fundraising strategies and approaches.  Additional responsibilities are liaising and consulting on University-wide development procedures and guidelines as appropriate, and recruiting, training and coordinating initiatives with fundraising volunteers.


Other management responsibilities include developing and implementing a communications strategy for advancement activities in the Library; documenting library advancement policies and procedures; establishing and stewarding endowment funds and other gift types; strengthening relationships with key library friends and donors; and managing special events to support the cultivation of major individual, corporate and foundation prospects and donors.

Key Accountabilities:

1.  As a member of the Library Managers Group:



2.  Direction and priority setting for advancement activities and resources in the Library




3.  Major gift fundraising



4.  Complexity, judgment and planning




5.  Outreach, stewardship, relationship building and contacts



6.  Prospect management and reporting




7.  Communications

Position Requirements


Completion of a university degree required.  CFRE or fundraising certificate is a strong asset.


Significant recent fundraising experience with extensive experience in securing major gifts; or extensive equivalent education and experience. Must have a successful track record of soliciting and closing major gifts as well as senior volunteer management experience.  Proven ability to think strategically and work both independently and collaboratively in moving new initiatives forward and enhancing existing programs and be able to effectively articulate these initiatives.  This is a demanding, challenging and exciting role that requires a results-oriented and creative individual with demonstrated relationship building skills. A proven track record of success in an outreach capacity including developing and executing strategies and project management. A keen awareness and knowledge of relevant individuals in the philanthropic sector, related associations, community and government is necessary; an established network is an asset. Excellent time management skills and demonstrated ability to meet competing deadlines in an organized manner.  Must have strong leadership, communication (oral and written), presentation, and interpersonal skills; supervisory and mentoring experience is strongly preferred.  Proven ability to work collaboratively within dynamic team environments, including political acumen and the ability to develop, nurture and sustain relationships on a variety of fronts. Strong understanding of the university environment; an understanding of the role of an academic library in higher education is an asset.  Experience fundraising in a university environment is a strong asset. Familiarity with Waterloo’s Advancement database, Raiser’s Edge, is an asset. Occasional travel as well as evening and week-end work is a requirement of this position.


MS Word Excel PowerPoint Other
Intermediate Basic Basic

Other (preferred) –Constituent Management Software or similar software 

Intermediate (Raiser’s Edge familiarity is an asset)

Nature and Scope

Interpersonal Skills:

Close collaboration and sharing of experience with be expected with managers and staff in the Library, and with advancement colleagues the Office of Advancement, the faculties and other university departments


Significant Internal Relationships


 Significant External Relationships

Level of Responsibility:

The incumbent is a member of groups such as:

The incumbent attends meetings of other library and university committees and groups as appropriate.

Decision-Making Authority:

Responsible and accountable for establishing priorities and addressing changes to Library advancement plans and programs by consulting directly with the University Librarian or Advancement delegate, as appropriate.

Physical and Sensory Demands:

Working Environment: