Manager, Advancement Records

University of Alberta; Edmonton; Hybrid; CAD 74,000 - 124,000; Full time

Job summary

The University of Alberta seeks a Manager, Advancement Records to lead strategic data governance, records stewardship, and privacy compliance for the Development and Alumni Relations portfolio. Hybrid work with in-person duties at Enterprise Square, Edmonton, and oversight of the Advance ERP system biographical module.

The role shapes data integrity for ~500,000 alumni and donors, guides records management strategy, and directs a high-performing team in a complex, regulated environment.

Qualifications

• Bachelor's degree in a related field is required.
• Master's Degree in Library and Information Studies, Archival Studies or Information Management is strongly preferred.
• An equivalent combination of education and experience will be considered.
• Five to seven years of information management, data management and technology experience, preferably in higher education or other non‑profit fundraising.
• Comprehensive knowledge of records, information and data management policies, processes, procedures, standards, acts and legislation.
• Knowledge of POPA/ATIA. IAPP or CIPP certification is preferred.
• Demonstrated competency in relational database management, systems development, database concepts and report development.
• Knowledge of current and innovative records and information management trends and technologies, specifically EDRMS or records management software.
• Program leadership to maximize team performance and manage resources.
• Excellent communicator with high proficiency in listening, writing and verbal communication.
• Experience managing vendor relationships and building and maintaining collaborative stakeholder relations.

Responsibilities

• Provides expert leadership and strategic direction for data governance and digital records management.
• Partners with stakeholders in establishing data governance frameworks, controls, standards, and quality criteria.
• Provides leadership in privacy, access, and information security compliance for Development and Alumni Relations.
• Leads unit operations, strategic priority setting, resource planning, and budget oversight for Advancement Records.
• Leads, coaches, and manages the Advancement Records team, including staffing and performance management.

Skills

Data governance leadership

Privacy and information security

Relational database management

EDRMS/records management

Vendor management

Strong communication

Team leadership

Education

Bachelor's degree in a related field

Master's Degree in Library and Information Studies / Archival Studies / Information Management

Equivalent combination of education and experience

Tools

IAPP / CIPP certification

Job description

Job Description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location – This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square, Edmonton.

The Manager, Advancement Records leads strategic data governance, records stewardship, and privacy compliance for the university’s Development and Alumni Relations portfolio. Reporting to the Director of Advancement Services, this role ensures the maintenance and quality of contact and degree data for approximately 500,000 alumni and donors. This position leads the electronic document records management strategy and acts as the designated Access & Privacy Liaison to ensure departmental compliance with provincial, national and international legislation.

Responsibilities

• Provides expert leadership and strategic direction for data governance and digital records management, leading the team in maintaining the integrity, accuracy, and completeness of alumni and donor biographical data and ensuring data practices, standards, and processes align with university-wide fundraising, advancement, and alumni engagement priorities.
• Partners with stakeholders in establishing data governance frameworks, controls, standards, and quality criteria to ensure well-defined business and information requirements are established before data is collected, entered, or integrated. Provides expert guidance on data planning, collection, stewardship, and quality assurance to support reliable and fit-for-purpose advancement information.
• Provides leadership and subject‑matter expertise in privacy, access, and information security compliance for Development and Alumni Relations. Oversees access request processes and breach response activities; partners with central Privacy and Security offices to assess and address software and system compliance requirements; and ensures Privacy Impact Assessments (PIAs) and related documentation for the Advance ERP system are current and appropriately managed.
• Leads unit operations, strategic priority setting, resource planning, and budget oversight for Advancement Records. Serves as the functional subject‑matter expert and lead for the biographical module within the Advance system and for enhancements to the electronic document and records management environment. Provides strategic direction for system development, data integrity, performance reporting, workflow optimization, and continuous improvement across advancement systems, balancing operational requirements with longer‑term business and technology priorities.
• Leads, coaches, and manages the Advancement Records team, with accountability for workforce planning, recruitment, performance management, professional development, workload and priority management, and conflict resolution. Establishes clear expectations and fosters a collaborative, inclusive, and high‑performing team culture while building staff capability, strengthening succession and knowledge transfer, and ensuring the team delivers complex, high-quality services in support of institutional advancement objectives.

Qualifications

• Bachelor's degree in a related field is required. Master's Degree in Library and Information Studies, Archival Studies or Information Management is strongly preferred. An equivalent combination of education and experience will be considered.
• Five to seven years of information management, data management and technology experience, preferably in higher education or other non‑profit institution with a fundraising unit.
• Comprehensive knowledge of records, information and data management and any associated policies, processes, procedures, standards, acts and legislation.
• Knowledge and experience in interpreting and applying POPA/ATIA. IAPP or CIPP certification is preferred.
• Demonstrated competency in relational database management, systems development, database concepts and report development.
• Knowledge of current and innovative records and information management trends and technologies, specifically EDRMS or records management software.
• Program leadership to maximize team performance and manage resources.
• Excellent communicator with high proficiency in listening, writing and verbal communication. Able to challenge requirements and negotiate solutions to address organizational needs.
• Experience managing vendor relationships and building and maintaining collaborative stakeholder relations with internal and external stakeholders at all levels.

This position has a comprehensive benefits package and an annual salary range of $74,418 to $124,036.

The terms and conditions of this appointment are governed by Schedule F of the collective agreement between the Board of Governors of the University of Alberta and the Association of Academic Staff of the University of Alberta.

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

The Vice‑President - External Relations leads the University of Alberta’s efforts to enhance and protect its reputation locally, nationally, and globally. This role oversees the development and execution of strategic initiatives that shape how internal and external audiences perceive the university.

With a focus on communication, engagement, and relationship‑building, the Vice‑President provides leadership for Communications and Marketing, Alumni Relations, Advancement, and Government and Community Relations. These teams collaborate to support the university’s brand, foster donor and alumni engagement, and establish strong connections with public and community partners.

Through these coordinated efforts, the Vice‑President - External Relations ensures the university’s image, influence, and impact are advanced in alignment with its mission, values, and long‑term goals.