Annual Giving Coordinator

University of Waterloo•Waterloo, ON

2d•CA$56,494 - CA$70,618•Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-01343 Time Type: Full time Employee Group: Staff Job Category: Advancement and Alumni Engagement Employment Type: Permanent Department: Advancement and External Relations - Annual Giving Hiring Range: $56,494.16 - $70,617.70 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is July 23, 2026 at 11:59PM

Requirements

University degree or equivalent post-secondary education and/or experience required.
1–3 years of administrative, customer service, or program support experience in a fast paced environment.
Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities.
Excellent written and verbal communication skills, with a customer service mindset and comfort interacting with donors by phone and email.
High attention to detail and accuracy, particularly in data entry, documentation, and compliance related tasks.
Ability to follow established procedures, including handling sensitive donor information in accordance with PCI compliance requirements.
Intermediate proficiency with Microsoft Office (Word, Excel, Outlook); experience with pivot tables is an asset.
Experience working with CRM systems; BBCRM experience is an asset.
Basic experience with SharePoint or web content management tools.

Nice To Haves

Experience in fundraising, higher education, or the non profit sector is an asset.
Experience with email building or digital communication tools is an asset.
Experience with email marketing or design tools (e.g., Mailchimp, Blackbaud tools, or similar).

Responsibilities

Supports the Annual Giving team by coordinating the execution of acquisition and renewal activities for annual giving donors and prospects.
Builds, tests, and schedules email appeals and stewardship messages using approved templates, ensuring accuracy and alignment with campaign timelines.
Oversee the routine weekly and monthly stewardship tasks in collaboration with the (Senior) Development Officer, Annual Giving.
Contacts recurring credit card donors by phone and email to update expired or declined payment information, following required PCI compliance procedures in consultation with the (Senior) Development Officer, Annual Giving.
Implements matching gift program tasks, including verifying eligibility, submitting claims, tracking outstanding matches, and following up with donors and employers.
Records donor interactions, updates, and outcomes in BBCRM to ensure accurate and complete data.
Works collaboratively with the Senior Development Officer, Faculty, Staff and Retiree (FSR) Giving Program, to coordinate acquisition and renewal activity for prospects and donors.
Coordinates with Advancement Services teams (Alumni & Donor Services, Research, Systems, Donor Relations and Stewardship) to ensure smooth program execution.
Supports volunteer engagement activities as assigned.
Performs other duties as required.
Serves as the primary point of contact for the Annual Giving inbox, managing donor and alumni inquiries and ensuring timely, accurate, and professional responses.
Maintains team documentation, including processes, training materials, project reports, agendas, minutes, and templates.
Manages cheque requests, purchase orders, travel and other paperwork as required.
Maintains annual calendar of activities and updates and distributes as necessary.
Mines database (BBCRM) for research to prepare meaningful reports to support appeals and stewardship activities.
Assists with tracking the Annual Giving budget for key campaigns and/or appeals.