Annual Giving Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is July 23, 2026 at 11:59PM

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.

Experience

• 1-3 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 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 with email marketing or design tools (e.g., Mailchimp, Blackbaud tools, or similar).

• Experience working with CRM systems; BBCRM experience is an asset.

• Basic experience with SharePoint or web content management tools.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.