Donor Experience Officer

Waterloo International; Southwestern Ontario; On-site; CAD 48,000 - 68,000; Full time

Job summary

University of Waterloo seeks a Donor Experience Officer to advance fundraising objectives by building strong relationships with current and prospective donors. You will qualify, cultivate, solicit, and steward gifts under guidance, moving prospects through donor pipelines and sharing information with faculties, AFIW, and ASU to optimize engagement.

The role emphasizes collaboration across campus, strong communication, and the ability to manage donor records and give vehicles knowledge.

Qualifications

• University degree or equivalent education and experience.
• 1–3 years of fundraising or partnership development with meaningful outcomes.
• Experience in fast-paced, complex environments, preferably in higher education or charitable sectors.

Responsibilities

• Develops qualification, cultivation, solicitation, and stewardship plans to secure gifts.
• Conducts donor outreach via meetings, calls, email, and video to deepen relationships.
• Maintains donor contact and records; progresses prospects through the pipeline.
• Generates leads for faculty/area partners and supports engagement for unassigned prospects.
• Prepares reports, correspondence, and donor documentation; supports annual fundraising initiatives.

Skills

Communication

Interpersonal skills

Negotiation skills

Stakeholder engagement

Education

University degree or equivalent

Tools

MS Office

Constituent Management Software

Job description

Primary Purpose

The Donor Experience Officer (DXO) supports the University's fundraising objectives by developing relationships with current and prospective donors through qualification, cultivation, solicitation, and stewardship activities. Working under the guidance of the Associate Director, Alumni & Donor Experience, the incumbent supports the movement of prospects through the donor pipelines by identifying solicitation opportunities, strengthening donor engagement, and advancing prospects into gift conversations where appropriate. This position serves as a communication liaison and lead generator for Waterloo’s academic faculties, Affiliated and Federated Institutions of Waterloo (AFIW) and Academic Support Units (ASU) to ensure seamless sharing of information related to donor strategies and activities.

Key Accountabilities

Fundraising

• Implements qualification, cultivation, solicitation, and stewardship plans to secure gifts from current donors, alumni, faculty, staff, retirees, and friends, with guidance from the Associate Director, Alumni & Donor Experience.
• Conducts donor outreach activities through meetings, telephone, email, video, and other digital engagement channels to build and strengthen donor relationships.
• Maintains regular donor contact with assigned donors and prospective donors in accordance with established portfolio objectives and performance expectations.
• Maintains and updates contact reports and donor records by ensuring that notes are recorded and significant moves are tracked in the system in a timely fashion.
• Develops knowledge of giving vehicles and non-complex gifts.
• Refs planned giving and major gift prospect leads to appropriate colleagues.

Donor Engagement

• Implements qualification, cultivation, engagement, and stewardship strategies to secure enhanced engagement from current donors, alumni, faculty, staff, retirees, and friends, with guidance from the Associate Director, Alumni & Donor Experience.
• Builds relationships with current and prospective donors to identify interests, assess philanthropic readiness, and advance prospects within the fundraising pipeline.
• Generates leads for faculty/area partners based on activity between both assigned and unassigned pipelines and works with faculty/area partners to enhance engagement for their prospects that are yet to be assigned.

Program Administration

• Maintains knowledge of the University of Waterloo’s activities, priorities, and fundraising projects.
• Provides input regarding leadership giving strategies and the annual Engagement plan.
• Works with the Associate Director, Alumni & Donor Experience to set goals and regularly review prospect activity.
• Prepares reports, correspondence, briefing materials, and donor documentation.
• Supports annual fundraising initiatives through accurate portfolio management and reporting.

Collaboration, Communication and Cross-program Coordination

• Collaborates with Alumni & Donor Experience colleagues to support coordinated donor engagement and stewardship activities.
• Serves as an ambassador for the University and broader Engagement team.
• In collaboration with the donor relations and alumni relations teams, works towards achieving exemplary stewardship of assigned prospects.
• Works in close collaboration with colleagues in academic faculties, Affiliated and Federated Institutions of Waterloo (AFIW) and Academic Support Units (ASU) to facilitate donor engagement opportunities.

Special Projects

• Participates in special projects that support donor engagement and fundraising objectives.
• Undertakes special projects as assigned by the Associate Director, Alumni & Donor Experience.
• Ensures that fundraising and engagement efforts across different teams remain in line with Waterloo standards and best practices.

Required Qualifications

Education

• University degree or equivalent education and experience required.

Experience

• 1 – 3 years of experience in fundraising and/or developing meaningful partnerships with proven results, high volume prospect activity and strong interpersonal relationships.
• Understanding of the university and advancement environments.
• Proven experience working in a complex, fast-paced environment, preferably in the charitable or post-secondary sector.
• Proven experience working within a campus environment and specifically with university alumni is an asset.
• Writing and/or editing experience is an asset.

Knowledge / Skills / Abilities

• Understanding and appreciation of the key role of a university education, and the crucial importance of attracting and retaining the very best talent available (students, faculty, staff).
• Foundational knowledge of giving vehicles and non-complex gifts.
• Strong analytical and organizational skills.
• Proven ability to work collaboratively and communicate with internal departments and external stakeholders.
• Demonstrated persuasion and negotiation skills to build support and cooperation among individuals and groups with differing perspectives.
• Excellent communication, interpersonal, oral, and writing skills, including experience with promotional materials, reports and proposals.
• Proficient in constituent relationship management (CRM) research tools for prospect management.
• Sound judgment, discretion, and problem-solving skills.
• Capable of professionally representing the University at events.
• Demonstrated ability to build and maintain donor relationships.
• Demonstrated ability to take initiative and work effectively as part of a team with a broad mandate in a fast-paced, highly computerized, and challenging environment.
• Willingness to travel and work extended hours, as required.
• Proficient in MS Office and Constituent Management Software (or similar).

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 [e-mail] or 519-888-4567, ext. 45935.