Manager Estate Administration

Ontario University Athletics; Guelph; Hybrid; CAD 80,000 - 100,000; Full time

Job summary

A prominent Canadian educational institution is seeking a Manager, Estate Administration to oversee the administration of complex estate gifts. The ideal candidate will demonstrate strong organizational and analytical skills, along with emotional intelligence to manage sensitive situations. This role offers a flexible work arrangement, both remotely and on-campus in Guelph, Ontario. Comprehensive health care benefits and professional development opportunities are provided, ensuring employee satisfaction and growth.

Benefits

Comprehensive Extended Health Care Benefits

Strong vacation allocation

Wellness programming

Learning and development opportunities

Discounts on food and apparel

Qualifications

• Five years related experience with estate administration or equivalent experience.
• Knowledge of estate law and CRA guidelines.
• Ability to handle multiple tasks with accuracy.

Responsibilities

• Manage complex estate and testamentary gifts to the university.
• Analyze complex legal documents for estate entitlement.
• Liaise with estate executors and other professionals.

Skills

Experience with estate administration

Emotional intelligence

Excellent organizational skills

Strong analytical/accounting skills

Advanced interpersonal communication skills

Proficiency with Microsoft Office Suite

Education

Law clerk diploma and/or MTI/STI designation

Tools

Blackbaud CRM

Job description

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Primary Category Page: Staff and Management

Division: Alumni Affairs and Development

Requisition ID: 1818

Department:Principal Giving
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Alumni Affairs & Development (AA&D)’s purpose is to maximize philanthropic support for the University of Guelph’s mission of creating unique solutions for the challenges facing our world. We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph’s work. As a member of this campus-wide team, the Manager, Estate Administration epitomizes the department’s shared values of respect, empowerment, integrity, appreciation, and forward focus.

The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University’s recent fundraising growth so that AA&D becomes a team that consistently raises $ 75 M a year by 2030 (a record $ 55M was raised in FY24/25). By aligning donor passions with the university's ambitious goals, the campaign will boost revenue, elevate the university's global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community. Institutional leaders and volunteers will be highly engaged in advocating for the university's global impact and the vital role of philanthropy in achieving this vision.

Duties and Responsibilities

Reporting to the Senior Manager, Legacy Giving, the Manager, Estate Administration is responsible for the expert administration and management of complex estate and testamentary gifts to the University, from initial notification through to full resolution. This role requires the analysis of complex legal situations and application of significant judgement to manage more than 70 open estate files and securing approximately $7.5 - $8 million annually in realized estate donations.

The role requires independent assessment and analysis of a variety of legal documents (e.g., wills, trusts, court filings) to identify issues, determine entitlement, and fulfill university requirements. The role is the senior contact to liaise with estate executors, trustees, legal and financial professionals, and requires independent assessment and judgment at an experienced and advanced level.

The role manages compliance and risk management of estates through specialized understanding of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements and ensures that all estate gifts are fulfilled according to the donor’s intentions with professionalism, compassion, and accuracy.

The position requires a high degree of autonomy, discretion, and emotional intelligence to navigate complex legal, financial, and interpersonal situations—often involving grieving families, executors, and allied professionals (lawyers, accountants, trust officers, insurance professionals). The incumbent will work collaboratively with a myriad of partners across campus, including the office of the AVP, Financial Services, university legal counsel, academic and administrative partners and other department colleagues in colleges and portfolios across campus.

In addition to estate administration, this role manages the portfolio of University-owned, donor-funded life insurance policies. Reviewing and interpreting annual statements and ensuring timely premium payments to keep policies in force. Proactively identifies policies at risk and leads risk assessment audits with external experts.

This role is key in safeguarding the University’s future philanthropic revenue and reputation through detailed estate oversight, industry-aligned best practices and legal compliance.

Requirements

The university recognizes that no one individual will have the following skills/experience in equal measure but the qualifications below will be used to assess the suitability of candidates throughout the process:

• Five years related experience with estate administration within a charity or as a Trust Officer or law clerk or equivalent experience in related fields.
• Law clerk diploma and/or MTI/STI designation is considered an asset.
• Knowledge of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements.
• Emotional intelligence to navigate complex discussions with grieving family.
• Experience with Blackbaud CRM or other relational databases is an asset.
• Excellent organizational skills.
• Strong analytical/accounting skills and the ability to exercise sound judgment in dealing with complex issues.
• Advanced interpersonal communication skills (verbal and written).
• Excellent time management, prioritization, and organizational skills.
• Ability to effectively handle multiple tasks and priorities with a great deal of accuracy.
• Ability to adapt to changing processes and requirements.
• Professional attitude, tact, and diplomacy.
• Initiative and ability to handle competing demands and problem solve in a short amount of time.
• Proficiency with Microsoft Office Suite including, Microsoft Word and Excel.
• Knowledge of institutional databases and good data management practices.
• Experience in a fundraising environment considered an asset.

Please include a cover letter along with your resume in your application.

Why choose the University of Guelph

• Comprehensive Extended Health Care Benefits: Immediate enrollment in extended health to cover yourself and your family
• Time off: Strong vacation allocation, floater days, and paid time off during the December closure to ensure that you are at your best
• Wellness: In addition to extensive wellness programming, the University offers a yearly flexible spending credit that can be allocated to any of the following: Health Spending, Wellness or Professional Development
• Learning & Development: Learning and development curriculum and other professional growth opportunities
• On-campus Activities: Discounts on food and apparel, fitness programming, access to networking events and team building opportunities
• Improve Life: Work that directly impacts a brighter future by turning knowledge into action

The university provides a flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus)

Employee Type: Regular
Position Number: 10923118
Classification: P&M FT- Band 04
Professional/Managerial Salary Bands
The target hiring salary for this position is minimum and up to 96% of midpoint for the salary grade.

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering aculture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 09/18/2025
Closing Date: 10/09/2025