Department of Human Resources
Exempt Job Description
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Manager, Advancement Services
X-295
7
0213
External Relations & Advancement
Associate Vice President, Development
Last Reviewed:
June 20, 2014
Job Purpose
Reporting to the AVP Development with matrixed reporting to the Director of Alumni Affairs,
the Manager of Advancement Services supports the External Relations & Advancement
portfolio’s outreach, communications and relationship management strategies and activity with
donors and prospects, alumni, volunteers, parents, community members, government and
media contacts. Working closely with portfolio colleagues as well as colleagues in Finance,
Financial Aid, Information Technology and other departments, the Manager of Advancement
Services is responsible for a centralized database and information management, reporting and
analytics, data security and regulatory compliance, financial information transfers and reporting,
and charitable receipting.
As a technical and subject matter expert, this position provides specialised guidance to the
university and remains current in the area of post-secondary advancement services.
Key Activities
Information Management Services;
1. Assumes primary responsibility for the Development Office’s computing environment,
including prioritisation and management of information processing, hardware and
software system performance and integrity, technological/procedural standards, costeffective administration of human/ financial resources and computer facilities.
2. Consults, analyzes, plans, implements and maintains information requirements, as well
as system and program functions, in order to meet the objectives of donor, alumni,
community, government and media relations programs; provides advice on the
feasibility of system support/service in response to identified information needs and
University programs; reviews and responds to appropriate internal/external requests
(contact lists, reports, analyses, etc.) while ensuring confidentiality of data.
3. Ensures a high degree of data quality within the database through data entry policies
and procedures, training, monitoring and analysis.
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4. Identifies hardware/software/application/office management requirements, needs
and/or problems; develops technical evaluations and specifications; implements
temporary or permanent upgrades and solutions within human and budgetary
resources limits; integrates solutions into future plans.
5. Provides project leadership for development projects (e.g. Net Community,
Crowdsourcing, etc.); monitors staffing, inputs and milestones to ensure project
objectives and deadlines are met.
6. Develops written policies and procedures for computer hardware, software and manual
processes; produces application documentation, user manuals, executive overviews and
dashboards in order to communicate system purpose and use; produces office
procedural manuals and program library documentation to ensure business continuity
and office operations; documents inventory of system resources (hardware, software
and most importantly, data).
7. Liaises with the Information Technology department to address problems on customdeveloped or purchased hardware/software packages, and ensure maintenance of
related servers and computer equipment.
8. Establishes application security procedures to guard against unauthorized access,
protect records, safeguard confidentiality while enabling appropriate data access and
ensure compliance with vendor agreements.
9. Develops, maintains and monitors systems, policies, procedures and training to ensure
compliance with regulatory requirements related to Advancement Services: CRTC,
PIPEDA, FIPPA, CASL, PCI, AODA, etc. Conduct third-party audits of vendors and service
providers as appropriate.
10. Ensures the accuracy of data provided by other departments and service providers for
integration into database.
Prospect Research & Analytics;
1. Oversees procedures for collecting, recording, coding, rating, analyzing and reporting on
prospects and donors in order to ensure current and accurate biographical, relational,
interests, and giving information.
2. Oversees the development of systems, procedures and reports to track progress of
fund-raising (e.g. moves management, pipeline and campaign reports, etc.) and alumni
objectives (e.g. engagement scoring).
3. Participates in monitoring program efforts/plans to maintain/improve the quality,
consistency and timeliness of donor and alumni communications and outreach
activities.
4. Prepares information briefs in order to update the University community on key
performance indicators for fundraising, alumni and community relations (e.g. Quarterly
Performance Report); develops demographic reports for publication; develops and
evaluates statistical data for planning purposes.
5. Gathers, analyses and reports information for various university and government
reporting requirements.
Financial Services;
1. Establishes and oversees procedures for daily donation input, receipting and bank
deposits, monthly payroll deductions and pre-authorized cheques; processing gifts in
kind and securities; reconciliation of receipted and unreceipted dollars; procedures for
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fund reconciliation and allocation; procedures for production run streams (parameterdriven user programs) to produce financial reconciliation reports.
2. Ensures and oversees procedures and data validation for annual audit, annual reports,
Charity Information Return, campaign reporting, CASE standards, etc.
3. Ensures and oversees procedures and reporting on pledge status, fulfilment and
renewal rates, etc.
Managerial and Administrative Responsibilities;
1. Regular work in progress meetings with Donations Coordinator.
2. Regular work in progress meetings with Prospect Researcher and Analyst.
3. Ongoing renewal, training, monitoring and oversight of Student Data Team.
4. Recruits, trains, supports and evaluates the above positions, including Annual
Performance Reviews.
5. Oversees Advancement Services’ operating budget.
6. Provides input for the development of department objectives and short and long-term
strategies/plans and for budget preparation and administration.
7. Trains new departmental and portfolio staff; identifies ongoing staff training
requirements and ensures appropriate training and support.
8. Responsible for network administration (i.e. assigning and denying system access) for
delegated areas across External Relations & Advancement portfolio.
9. Represents the Vice-President, External Relations & Advancement or the Associate VicePresident for Development on relevant internal committees (e.g. IT Steering
Committee), as required.
10. Acts as liaison with other universities to exchange information about best practices,
policies, procedures and system processes.
Analytical Reasoning
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Analytical reasoning is applied to program management, including planning and budget
management, staffing, allocations and fund reconciliation, and special project
management
Defining policy and procedures
The role involves understanding complex technology, systems and applications; complex
analysis, coding and retrieval of data;
Understanding user needs and developing solutions that may not yet exist; developing
training to meet user requirements (direct and indirect or anticipated)
Analysis, verification and validation of data from other sources; evaluation of system
vulnerabilities as well as 3rd party audits
Decision Making
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Sound decision making is applied on a daily-basis in all the areas identified under
analytical reasoning and in program responsibilities
Key challenges include decisions on hardware and software, applications, modules, etc.
Risk assessment of systems, data transfer, etc.
Negotiation and decision-making with colleagues, stakeholders (departments,
volunteers, etc.), and suppliers.
Experience, discretion, tact, and judgment are required.
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Judgment in bringing forward key system, stakeholder or financial issues to the
Associate Vice President, Development, and/or Director of Alumni Affairs
Impact
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Activities impact upon operating plan objectives across the portfolio, including failure to
reach fundraising objectives
Incorrect data can lead to negative decisions, inaccurate reports, contact
mismanagement, reputational damage, etc.
Poor decisions on hardware and software can cause negative budgetary and program
impacts and lasting issues
Responsible for securing the data of 120,000 constituent records including 40,000
alumni. Regulatory compliance and reputational risk of breaches, non-compliance, etc.
Education Required
Honours University Degree (4 years) in Computer Science or a related discipline with a data
processing orientation.
Experience Required
1. 5-years directly related experience in fund-raising operations management, information
management or closely related areas.
2. Expert knowledge of Blackbaud’s Raiser’s Edge database and related modules is
essential; familiarity with Ruffalo Cody’s CampusCall would be an asset.
3. Knowledge of organization and pattern of operation of institutions of higher education
is essential.
4. A demonstrated capacity for leadership and teamwork.
5. A pro-active approach to problem-solving.
6. Excellent judgement in situations requiring initiative and tact.
7. Proven skills and ability to manage multi-phase projects from inception to completion.
8. Excellent organizational, interpersonal, verbal and written communication skills.
9. Experienced in handling sensitive and confidential situations and issues.
10. Detail-oriented, well-organized, focused and goal-oriented, with both initiative and
energy.
11. Proficiency with MS Office (Word, Excel, PowerPoint), internet tools.
12. Flexibility to work occasional evenings and weekends.
Responsibility for the Work of Others
Direct Responsibility for the Work of Others:
 Donations Coordinator - recruit, orient, train, manage and evaluate their performance
 Prospect Researcher and Analyst - recruit, orient, train, manage and evaluate their
performance
 Student data team (5-8 students year-round) - recruit, orient, train, manage and
evaluate their performance
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Indirect Responsibility for the Work of Others:
 Oversight of the database and systems work of staff across the portfolio: training and
monitoring
 3rd party vendors
Communication
Internal:
 Development Office – lists, reports, analytics, events, research, training, etc.
 Alumni Office - lists, reports, analytics, events, research, training, etc.
 Government and Community Relations – contact lists, event details, coding
 Marketing & Communications – contact lists, web links and coordination
 Financial Aid – fund details, student recipients
 Finance – regular data transfer, annual reports, Charity Information Return
 Graduate Studies – alumni upload, fund details, student recipients
 Academic and administrative departments – data requirements, lists, reports, etc.
 IT – servers and systems, security and program issues, etc.
 Human Resources, Athletics, Registrar – data upload on student information, staff and
faculty contact information
External:
 3rd party vendors, affinity partners,
 Vendors and service providers
 Other university contacts
Motor/ Sensory Skills
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Keyboarding & mouse manipulation - Computer usage impacts on key responsibilities
Driving - To attend internal and external meetings
Dexterity/Coordination - Interaction at special events
Hearing, speech and visual - complex remote and face to face communication,
presentations, training, identification of needs, etc.
Effort
Mental:
Sustained concentration & focus:
 Program and project planning; managing competing and urgent internal and external
priorities
 Budget and HR management
 Software and hardware implementation and trouble-shooting
 Verification of reports and lists and coding
 Data analytics
 Fund reconciliation and administration
 Producing endowed fund data
 Correspondence, reports
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
Interacting and negotiating with donors, volunteers, etc.
Physical:
 Stairs – Access to second floor and basement of Mackenzie House.
 Lifting - Moving heavy computer equipment and monitors
 Agility – to get underneath or behind furniture to access data jacks and backs of
computers
 Significant periods of time spent keyboarding, reviewing data onscreen, and also in
meetings
Working Conditions
Physical:
 Climbing stairs to office on second floor of Mackenzie House
 Long periods of time spent keyboarding, in meetings
Psychological:
 Demonstrated flexibility in meeting shifting demands and priorities and managing
multiple tasks
 Flexibility to work occasional weekends
 Frequently deal with timeline pressure and late requests of internal and external
constituencies
 Responsibility for the primary computing environment, direct responsibility for the data
security of information held and exchanged with external parties.
Job Description Approved by Human Resources
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