Annual Giving Coordinator

Location: Southwestern Ontario

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Job

Requisition  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 11:59

PM

Job Description:

Primary Purpose Accountable to the Associate Director, Annual Giving, the Coordinator, Annual Giving is responsible for the program, administrative, operational and program support for the Annual Giving at the University of Waterloo. Specifically, the incumbent will work closely with other members of the Annual Giving team to execute strategies that support revenue generation, stewardship and engagement of constituents who give $0-$24,999.Key

Accountabilities Revenue Generation and Relationship Building 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.

Collaboration & Cross-program Coordination 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.

Administrative and Operational Support 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.

Required Qualifications Education University  degree or equivalent post-secondary education and/or experience required.

Experience1–3 years of administrative, customer service, or program support experience in a fast paced environment.

Experience in fundraising, higher education, or the non profit sector is an asset.

Experience with email building or digital communication tools is an asset.

Knowledge/Skills/Abilities 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…