Posted On: 2019-07-26
Closing On: 2019-08-15
Location: Toronto, ON
Employment Type: Full-Time
Level: Management

Job Description

Faculty / Division: Division of University Advancement 

Department: Division of University Advancement 

Campus: St. George (downtown Toronto)   


The University of Toronto is seeking an Associate Director, Philanthropy to provide oversight of activities and solicitations of the Vice-President, Advancement. The Associate Director provides senior support to the Vice-President and works closely with other senior management leaders of the Office of the Vice-President as part of a high-level team to ensure that all activities within the Vice-President’s office are managed proficiently and delivered with the highest standards of excellence, confidentiality and professionalism. The incumbent is a critical partner in ensuring the Vice-President accomplishes annual and multi-year goals. 
The Associate Director serves as a fundraising advisor to the Vice-President, managing the Vice-President’s prospect portfolio, working closely with the Vice-President and other senior members of the administration to develop effective plans, strategies, and communications materials that maximize opportunities for giving and engagement. The Associate Director helps create opportunities for engagement, develops strategic engagement plans, prepares materials for cultivation, solicitation, and stewardship of priority prospects and donors, prepares timely and accurate follow up materials and communications, and tracks, monitors, and reports on all of the Vice-President’s fundraising and engagement activities. The Associate Director ensures that prospects and donors within the Vice President’s prospect portfolio are well managed, proactively moving forward in alignment with cultivation, solicitation, and stewardship strategies that optimize fundraising and engagement results. The Associate Director also ensures that the Vice-President’s major and principal gift portfolio is strategically proportioned and sustains a strong pipeline of active prospects, and works closely with the offices of the AVP, University Development and AVP Divisional Relations to identify new prospects and a clear, transparent, and consistent flow of information to and from relevant advancement teams and stakeholders.

About the University

Founded in 1827, the University of Toronto has evolved into Canada’s leading institution of learning, discovery and knowledge creation. We are proud to be one of the world’s top research-intensive universities, driven to invent and innovate.
As Canada’s largest university, the University of Toronto has more than 88,000 total enrolment of national and international students in undergraduate, graduate and professional programs on 3 separate campuses. The University of Toronto has over 562,000 alumni around the world.
Recognized as a global leader in research and teaching, U of T has an operating budget of $2.3 billion, research grants and contract support of $1.2 billion. The University of Toronto has 44 libraries with more than 19.4 million physical holdings and more than 6.0 million electronic holdings.
The University of Toronto contributes $15.7 billion to the Canadian economy every year. More than 150 research-based start-ups have launched in the last five years at U of T.

With one of the strongest teaching faculties across all disciplines, the University has over 14,000 faculty and librarian members – spanning medicine to business, urban studies to engineering, humanities to education, and more – our students have the opportunity to learn from and work with professors who are some of today’s thought leaders.

The Boundless Campaign

The Boundless campaign for the University of Toronto completed its transformational fundraising effort that embodied the University of Toronto’s bold vision for the future. Thanks to more than 100,000 alumni and friends, the Boundless campaign raised a remarkable $2,641,000,000, surpassing its expanded $2.4‑billion goal. 
Building on our success to date, we will seize on new opportunities to strengthen our role in civic and global society, provide a transformational undergraduate learning experience, pave the way for game-changing start-ups and new industries, drive breakthroughs in health care, and create the knowledge that illuminates humanity. Together, we can reimagine the world.

Philanthropic Advisory to the Vice President

  • Ensures the VP, Advancement’s prospect portfolio is strategically proportioned with a robust pipeline of active prospects.
  • Serves as a fundraising advisor to the Vice President, strategizing about key donors, prospective donors and gift discussions.
  • Develops and implements strategic engagement plans that include the cultivation, solicitation, and stewardship of all assigned prospective donors.
  • On the Vice President’s behalf, coordinates the activities of donor identification, research, cultivation, proposal writing and stewardship.
  • Maintains continuous lines of communication, keeping the Vice President informed of all critical issues.
  • Advances in progress gift discussions by facilitating next steps and action items and engaging with relevant offices in DUA and Divisional Advancement.
  • Attends prospect management meetings, principal gifts, major gift meetings, etc., representing the Vice President, taking notes or minutes from prospect management meetings for actions arising, provides reports on activity.
  • Prioritizes, organizes and supports initiatives of the Vice President and organize the execution of those priorities, balance the competing interests of both internal and external stakeholders.
  • Responds to issues raised by donors and prospects, via analysis, advice, recommendations or direct action as appropriate.
  • Works with the prospect research team to ensure the ongoing inflow of new prospective donors that have been pre-qualified via research. Ensures that the total portfolio is regularly refreshed and updated, that names are removed from active management when appropriate, and that new prospective donors are assigned and engagement strategies are developed in a timely manner.
  • Works with the events team and other staff to develop a series of strategic engagement opportunities directly aimed at engaging prospective donors and encouraging philanthropic support.
  • Acts as liaison to the VP’s Advancement office to facilitate responses to enquiries, sharing of information and follow up actions required by the VP.

Prospect Management and Communication

  • Ensures the VP, Advancement’s prospect portfolio is strategically proportioned with a robust pipeline of active prospects.
  • Works closely with the offices of the AVP, University Development and AVP Divisional Relations, to identify new prospects for the VP Advancement’s portfolio.
  • Manages the preparation and outcomes of prospect and donor meetings: coordinate meetings, appropriately using the vice president’s time to engage in philanthropic activities.
  • Ensures documentation of initiatives taken are accurate and current.
  • Maintains a reporting structure that allows for the consistent tracking of activity and the generation of reports to manage and monitor activity within the total portfolio.
  • Tracks all external visits and outcomes, generate reports of activity and ensures compliance with ARBOR and PMM systems. Reviews outcome and progress reports regularly with the Vice President.
  • On behalf of the VP, drafts a variety of documents on specific, complex issues including correspondence, memoranda, briefing notes, all of which include sensitive and confidential communications.
  • Prepares and maintains documentation on donor activities, as well as presentations and other materials as needed.
  • Provides project planning and management for initiatives (e.g. international collaborations, institutional wide initiatives).
  • Writes call reports, summaries of visits, entering data on ARBOR pertaining to visits.
  • Proactively coordinates and tracks follow up requirements for visits; gather information and materials in follow up to external meetings, liaising with divisions in collection of information.
  • Liaises with major gifts, principal gifts, and divisional teams in terms of ensuring that all briefing materials are prepared to the Vice President and President’s standards and requirements and delivered in timely fashion.
  • Ensures that every external meeting attended has a follow up letter of thanks within one to three business days and that more detailed follow up materials and letters are prepared in a timely fashion.
  • Coordinates with other elements of the DUA and divisions as required gathering pertinent information.
  • Ensures proper flow of information to and from the Vice President’s office so that the prospect activity is well coordinated and understood by all appropriate internal constituents.
  • Assists with managing the Vice President’s visit schedule.
  • Works closely with the Vice President’s Executive Assistant to arrange visits locally, regionally and internationally, coordinating with the overall schedule, other relevant individuals, and ensuring preparation materials are received in a timely fashion and in good order.
  • Compiles information for the Vice President’s daybook with briefings, materials, etc., related to prospect/donor activity.
  • Drafts and composes complex communications, in collaboration with the communications and marketing team and the senior management team. Drafts memos, presentations and speeches for the Vice President.



University degree or an acceptable equivalent combination of education and experience.

Minimum 8 years in a senior-level major gifts or principal gifts position in a comprehensive development office in a university. The candidate must have experience in proactively managing prospective donor relationships and a comfort working with high net worth individuals. This position is responsible for ensuring communication and contacts with donors and prospective donors are undertaken in a timely and appropriate manner. A proven track record in managing fundraising volunteers.

Exceptional oral and written communication, presentation and interpersonal skills. Strong research, analytical and problem-solving skills. 


  • High level of initiative, maturity, tact and diplomacy; excellent judgement and discretion.
  • The ability to serve as an articulate, credible representative of the University with diverse constituencies and particularly with the sophisticated individuals who support the institution at the principal gift level.
  • The ability to understand the research and teaching dimensions of a proposed project, to conceptualize them in an integrated proposal, and to make a compelling case to a donor for philanthropic support.
  • An engaging personal style, a sincere interest in people, patience, a willingness to listen, and the capacity to engender trust and to establish lasting relationships.
  • A reputation for integrity, openness, decisiveness and sound judgement.
  • The ability to navigate and be effective within a complex matrix organization that values collaboration and teamwork as well as individual initiative and creativity.
  • Excellent attention to detail and superb organizational skills, including the ability to set campaign fundraising goals and timelines within a hectic and results-oriented environment and to establish an internal system for meeting deadlines, tracking, follow-up, monitoring, and reporting of progress.
  • The incumbent must maintain an in-depth understanding of the office’s priorities and must at all times present a professional image of the office by interacting knowledgeably and courteously with a variety of individuals including senior administrators, faculty, staff, students, alumni and community members. In addition, the incumbent must adhere to and keep abreast of all University of Toronto policies and standards.

Travel: Limited 

Employee Group: Senior Advancement Professionals 

Appointment Type: Budget - Continuing 

Schedule: Full-time 

Pay Scale Group and Hiring Rate: 1AP -- Broadband Salary Range: $76,286 - $176,046   

Job Field: Advancement & Alumni 

Job Posting: Jul 25, 2019 

Job Closing: Aug 15, 2019, 11:59:00 PM

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