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OCAD University

Manager, Advancement Operations

Posted On: January 20, 2022
Closing On: February 1, 2022

Location: Toronto, Ontario
Employment Type: fulltime
Level: management
Salary Range: Hiring Salary: $78,870 - $84,160

Reporting to the Executive Director, Advancement, the Manager, Advancement Operations is responsible for the day to day operational and administrative functions of the department and will lead the restructure and rebuilding of operations including donor and alumni database management, processes for gift acceptance, donations processing, and prospect management, as well as financial and donor stewardship reporting. The Manager is responsible for ensuring that the Advancement department tracks and analyzes relevant data to ensure it can best identify, cultivate, solicit, and steward its donors, prospects, alumni, and other constituents. The position will oversee the development and maintenance of policies and procedures for the Advancement department.




Database Management:


  • Responsible for the overall management of the donor/alumni CRM database and fundraising software (Raiser’s Edge NXT) including data entry, fund creation and maintenance, gift acknowledgment, records management, data output, data integrations and training
  • Assures the maintenance and integrity of the data and records and implements processes to support the quality of data for fundraising and alumni relations activities
  • Manages staff members responsible for gift processing, data entry, prospect research and reporting, and related outside consultants and/or vendors
  • Makes recommendations regarding enhancements to the database and keeps apprised of updates and latest functionality made available by vendor
  • Acts as the subject matter expert (SME) for database management and data entry for other departments across the University such as the Office of the President
  • Responsible for role and constituent-based security as required


Financial Reporting:


  • Works closely with the Executive Director, Advancement to establish appropriate financial reporting including the tracking of budgets, goals and projections
  • Acts as the Advancement team’s main liaison with the Finance department on financial reporting, bank deposits, charitable tax and business receipts and account reconciliation and other Advancement-related financial requirements as necessary
  • Tracks all donor funded Scholarships, Awards and Bursaries and serves as the main liaison with the University’s financial aid office to ensure timely disbursements and appropriate donor stewardship
  • Responsible for internal and external reporting


Donor Stewardship and Prospect Management:


  • Create, implement and maintain a comprehensive dashboard that provides reporting of progress on fundraising goals and targets
  • Provide analytical reports to help identify and guide fundraising and alumni relations strategies and priorities
  • Establish and maintain a ‘moves management’ tracking system to support fundraising managers and team meetings
  • In consultation with front-line fundraising staff, prepare donor listings, and provide information for endowment reports, Scholarship, Award and Bursary donor reports, and major donor stewardship reports
  • Work closely with senior Advancement staff to implement advancement operations procedures, policies and strategies
  • Perform other duties as assigned that contribute to the successful operation of the unit




  • Bachelor’s degree or equivalent
  • Minimum of five (5) years’ fundraising and database experience in sophisticated and complex organizations, preferably in a post-secondary environment
  • Minimum of three (3) years’ supervisory experience
  • Experience coordinating projects and events
  • Experience with Raiser’s Edge database administration, spreadsheet software, including managing and analyzing data; Raiser’s Edge certification an asset
  • Knowledge of Luminate Online an asset
  • Experience generating reports and analyzing and interpreting data
  • Demonstrated experience managing financial budgets, projections, and reporting
  • Strong computer skills in Microsoft Office applications especially Excel and Blackbaud software
  • Ability to set priorities, manage diverse activities, and meet internal and external deadlines
  • Experience working with volunteers, including volunteer leaders is an asset
  • Experience supervising staff, interns, and/or volunteers
  • Experience working collaboratively across departments
  • Knowledge of fundraising principles and practices and related CRA guidelines
  • Strong organization skills, accuracy, attention to detail, and ability to manage multiple tasks
  • Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff, and faculty
  • Occasional travel, weekend and evening work required


Compensation: Commensurate with experience, plus benefits


Hours of Work: Total of 35 hours per week.


The incumbent in this role will be expected to report to work on campus.

Please review the Return to Campus Plan for up-to-date information about OCAD U vaccination requirements.

All OCAD University employees are required to be fully vaccinated as a condition of hire in accordance with OCAD U’s vaccination requirement.


Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter by selecting “Apply Now” on the OCAD University Employment Opportunities page.



As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.


We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire.


In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.


OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities


All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.