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UHN Foundation

Stewardship Coordinator

Posted On: March 6, 2023
Closing On: March 12, 2023

Location: Toronto, Ontario
Effective: Immediately
Employment Type: fulltime
Level: beginner
Salary Range: $50,000-$55,000

File: Download

About us

UHN Foundation raises funds for research, education and the enhancement of patient care at Toronto General Hospital, Toronto Western Hospital and Toronto Rehabilitation Institute as well as their respective research arms (Krembil Research Institute, McEwen Stem Cell Institute, Toronto General Hospital Research Institute and KITE) and the Michener Institute of Education at UHN. The Hospitals and the Research Institutes are members of University Health Network (UHN), which also includes Princess Margaret Cancer Centre. UHN is a major landmark in Canada´s healthcare system and a teaching hospital of the University of Toronto. Building on the strengths of this remarkable hospital network, the organization brings together the talent and resources that make it an international leader in healthcare. Toronto General Hospital is ranked #4 on the list of the World’s Best Hospitals, the only Canadian hospital to be included in the top 10. Additionally, for the ninth year in a row, UHN is ranked #1 in the list of Canada’s Top 40 Research Hospitals. The Foundation´s vision and mission is to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN’s vision to create a healthier world by embodying our values of integrity, accountability, collaboration and inclusion.

The Stewardship Department’s mandate is to drive the stewardship activities of the Foundation, while also working with each and every department to integrate stewardship efforts into all programs. Our Stewardship Program is based around two main elements: Transparency & Accountability and Recognition.

Transparency and Accountability are concerned with providing any and all information to the donors – and all stakeholders – about how their support has been put to use – the fact that it has been used in the way in which the donor intended, and in the most efficient and effective way possible. We do this through documentation such as acknowledgement letters, stewardship reports, and other publications. In addition, we demonstrate our accountability through events in which we show live and in person the work that is being done, and also via testimony of physicians, surgeons, clinicians, researchers, Chairholders, Professorship holders, and other fundholders – those who put the moneys to use.

Recognition is the other main component of our stewardship activities – recognizing and honouring donors for their generosity, making them feel good and proud about what they have done, and encouraging them to do more. While recognition serves a donor need, it helps us as well… by lending their name – often a prestigious, well known and respected name – they are giving credibility to our hospitals and programs and encouraging others to do the same.

Position summary

Under the direction of the Director, Stewardship, and partial supervision of the Director, Special Projects, the Stewardship Coordinator, Communications will play a significant role by maintaining a number of stewardship programs, and acting as a team player to assist with additional stewardship activities. The Stewardship Coordinator, Communications will primarily be responsible for researching, developing and preparing acknowledgement letters, and Presidential and Vice-Presidential correspondence. The successful candidate will be an energetic, versatile individual with superior writing skills and excellent project management skills, who can manage multiple priorities, and who enjoys the challenge of working in a vigorous, successful fundraising environment and responsibility of carrying out a wide range of assigned duties and projects. Given the focus on writing, the incumbent will be required to have experience and demonstrated excellence in writing compelling letters, reports, briefs, presentations, and other documents/correspondence. The incumbent will also possess strong administrative, prioritizing, multi-tasking and organizational/project management skills to track, monitor, complete and report assigned Stewardship activities.


  • Coordinate the acknowledgement letter process in a timely and accurate manner, which includes: writing, editing, collecting/researching source information, and liaising with development staff for the production of highly personalized letters; obtaining  signatures  and approvals; mailing, distributing, photocopying, filing and coding in database; tracking, monitoring and  evaluating the process;  and liaising  with  Gifts and Records Administration to ensure that charitable tax receipts and letters correspond to each donor’s gift.
  • Prepare correspondence on behalf of the President, Senior Vice-President and Chief Development Officer, or other Senior Leadership team member conveying congratulations, condolence/sympathy and/or recognizing other milestones of major donors and senior volunteers. This may include special letters, congratulatory notes, cover letters for documentation, birthday and holiday cards, etc., and may involve writing, editing, collecting/researching source information; obtaining signatures and approvals; mailing, distributing, photocopying, filing and coding in database; and tracking, monitoring and evaluating the process.
  • Provide administrative support to Director, Stewardship.
  • Provide support as requested on various activities and communications initiatives related to the Stewardship Department.
  • Provide support with stewardship events and other activities, as necessary.
  • Undertake tasks related to general administration at the request of the Director, Stewardship.
  • Index, organize, archive and purge information, files, and/or documents, following established policies and procedures.
  • Prepare expense forms, cheque requisitions and other documentation, as required.
  • Perform cross-functional duties, as assigned.
  • Perform other duties consistent with the job classification, as required.


  • A relevant 2-year diploma or an equivalent combination of formal education and relevant experience.
  • Minimum 1 years’ experience working with senior professional fundraising staff and volunteers.
  • Proficiency in the full suite of Microsoft Office products and internet tools.
  • Experience with Raiser’s Edge and Luminate Online, or similar fundraising CRM/online databases.
  • Knowledge of fundraising professional standards and ethics.
  • Exemplary attention to detail with excellent planning, organizational and time management skills.
  • Strong strategic aptitude with a demonstrated ability to problem solve and handle a diverse range of assignments with multiple timelines
  • Possess a professional and mature presence with evidence of leadership, sound judgement intuitiveness, tact and diplomacy.
  • Member in good standing of CAGP, AFP or AHP is an asset.

Work Environment

  • Regular business hours, with occasional weekend and evenings required
  • Fast pace, service and results oriented environment.
  • May have some activity outside of the office to support meetings with volunteers and sponsors.
  • The Foundation has a hybrid work model. Staff will be required to have a safe home office set-up (specifics to be planned with your manager.)
  • Ability to work cooperatively with colleagues in all positions throughout the Foundation.
  • Shared commitment and support of the overall Foundation goals.