Advancement Officer
University of Waterloo
Waterloo, ON, CA
12h ago

Term : 2 years

Reporting to the Associate Director of Advancement, School of Optometry & Vision Science, the Advancement Officer (AO) is a vital member of the OPT team and its success in engaging donors and volunteers to meet priorities through advancement.

The AO will have a particular focus on donor, prospect and alumni coordination and relations; event coordination; and will act as a School, Faculty and central advancement liaison.


Planning and Execution of Advancement Initiatives

  • Identifies, plans, implements, manages and evaluates components of the Advancement programs to assist with fundraising and engagement goals.
  • Acts as a liaison to the Office of Advancement for all advancement programs, services and activities; represents OPT as a member of the Alumni Professionals Group.
  • Develops strategies and targeted communications for the development program and special fundraising initiatives with direction from the AD of Advancement
  • Relationship Building Programming

  • Work with the AD of Advancement to initiate, coordinate and manage community relationships with leaders, donors, service groups and local community businesses.
  • Coordinates with faculty, students and donors to manage and execute student initiatives and programs.
  • Identifies, develops strategies, and manages relationships with alumni / community members who are suited for specific development approaches and / or volunteer opportunities.
  • These responsibilities will be progressive as the incumbent evolves in the role.

  • Creates new and maintains current opportunities for alumni to remain connected to the School through various initiatives.
  • Recruits and manages alumni and student volunteers to support advancement initiatives.
  • Conducts external visits with alumni and friends to assist with cultivation and stewardship of supporters under the direction of the AD of Advancement.
  • Collaborates on meaningful student engagement initiatives that will strengthen lifetime affinity to the School.
  • Supports the AD of Advancement with planning and implementation of sponsorship initiatives building relationships with industry partners to advance OPT programs.
  • This includes developing sponsorship charts, recording results and stewarding supporters.

  • Works closely with the AD of Advancement and the School Director to recruit, coordinate and manage School and Campaign volunteers
  • Coordinates, supports and assists community campaign volunteer committee with planning and execution of fundraising initiatives, including advising on strategy, research, prospect identification, briefing notes, coaching and recording of activity.
  • Drafts letters of interest, proposals, and gift agreements requesting input from internal departments / schools and coordinating until document is signed off by all parties.
  • Design and Development of Alumni / Donor Related Materials

  • Works with the AD of Advancement and the Communications Officer to develop materials for donors, prospects and alumni.
  • Develops briefing notes and packages for the Director of the School of Optometry & Vision Science, campaign volunteers, senior leadership and faculty as needed.
  • Mines database (Raiser’s Edge) for research to prepare meaningful reports in support of the briefing notes.
  • Maintain and update the website / s as it relates to advancement activities and priorities.
  • Contributes to social media as needed to communicate with target audiences.
  • Liase with Central Annual Giving team regarding annual giving appeals and solicitations, call centre, etc
  • Drafts scholarship agreements, requesting input from internal departments and coordinating until document is signed off by all parties.
  • Manages gift acknowledgement / donor recognition process, including Alumni of Honour Awards stewardship program.
  • Researches and writes some stewardship reports.
  • Coordination and Implementation of Activities and Events

  • Organizes programs and activities for alumni such as reunions and special events : includes implementation, planning, and managing logistics and expectations.
  • Collaborates with colleagues in OPT on activities where alumni have an opportunity to connect with students and / or participate in continuing education.
  • Liase with central advancement including Alumni Relations team to share ideas, resources and collaborate where possible on events and publications.
  • Systems, Research and Reporting

  • Conducts research on alumni and community demographics and needs, including the development and interpretation of surveys in conjunction with the central alumni team.
  • Collects and updates alumni and community information for the Raiser’s Edge system to maintain and track contacts and activities, including activities and visits with alumni and donors.
  • Takes the initiative to manage projects and systems for areas such as student awards, gift and naming agreements and sponsorships to maximize efficiency and maintain accurate and timely follow up.
  • Arranges and attends meetings, books facilities, prepares agendas, takes minutes from meetings and initiates follow up on action items.
  • Maintains a calendar of events and contacts in the profession and the community, assisting with the planning and execution of events, meetings, etc. as needed.
  • Qualifications

  • Bachelor's degree required or equivalent combination of education and experience will be considered.
  • 3-5+ years of progressive fundraising experience, a background in healthcare preferred.
  • Technical : Experience with Microsoft Office suite;
  • Basic experience with web content management software;
  • Experience with social media programs;
  • Experience with constituent databases
  • Ability to work in a face paced, highly complex and demanding environment, managing and collaborating with multiple partners, from across campus and externally
  • Proven political acumen and problem solving skills
  • Goal oriented, self-motivated with demonstrated ability to take initiative and work independently and effectively as part of a team with a broad mandate in a fast paced, highly computerized and challenging environment
  • Strong communication (oral and written) and interpersonal skills with the proven ability to interact effectively with a variety of internal and external stakeholders;
  • Strong project management ability; Attention to detail, confidentiality, tact and diplomacy and the ability to manage multiple demands;
  • Proven ability to prioritize tasks, to work independently and to collaborate with others;
  • Hands-on experience with a relational fundraising databases such as Raisers Edge is a strong asset
  • Networking and social engagement is required
  • Must be comfortable working with a variety of stakeholders including political and community leaders, executives, industry partners and volunteers
  • Successful track-record of developing and implementing strategy for annual and leadership gift solicitation with demonstrated success in personally securing and closing gifts
  • Knowledge of University policies and procedures as they pertain to the Office of Advancement are would be an asset
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