Manager, Stewardship & Gift Documentation
McMaster University
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Job summary
McMaster University seeks a skilled Manager, Stewardship & Gift Documentation to lead complex philanthropic gift documentation, donor reporting, and governance processes within University Advancement.
The role coordinates with faculties, legal counsel, and finance to ensure donor intents are accurately captured, risks identified, and stewardship reporting delivered on schedule. This position requires strategic thinking, project leadership, and strong collaboration across campus.
Qualifications
- Advanced analytical and critical thinking to review donor agreements and ensure alignment with donor intent.
- Strong written and oral communication for complex documentation and reporting.
- Experience with governance processes, trusts, and donor stewardship reporting.
Responsibilities
- Lead development, review, and finalization of philanthropic gift documentation.
- Negotiate terms with internal stakeholders to reflect donor intent while protecting university interests.
- Manage donor reporting programs, including endowed chairs and broad-faculty reports.
- Improve gift documentation workflows and ensure secure electronic records.
- Collaborate with legal, financial, and campus partners to mitigate risk.
Skills
Education
Tools
Job description
Regular/Temporary
Regular
Central Campus
2026/10/29
Continuing
2026/11/11
TMG
UA Stewardship
Full-Time
Band K
$80819.00 - $121229.00 (annual)
105017
$80819.00 - $105974.00
Yes - Backfilling as Existing
1
35
8:30 - 4:30 Monday to Friday
University Degree
Minimum 6 years of relevant experience
At McMaster University, we are driven by a shared purpose: advancing human and societal health and wellbeing. Through world-class research, transformative education, and meaningful community impact, we are addressing some of the world's most complex challenges and creating positive change locally and globally.
Consistently ranked among Canada's top universities and recognized internationally for research excellence, innovation, and student success, McMaster is home to more than 37,000 students, over 200,000 alumni worldwide, and a vibrant community of scholars, researchers, learners, and partners. From pioneering discoveries in health sciences and engineering to advancing social innovation and community wellbeing, McMaster's impact extends far beyond our campus.
As we look toward the future, philanthropy will play an increasingly important role in enabling the University's aspirations. Through strategic partnerships with donors, alumni, foundations, corporations, and community leaders, McMaster is creating opportunities to accelerate discovery, enhance student experiences, support breakthrough research, and strengthen its impact on society.
University Advancement serves as the bridge between McMaster's mission and the philanthropic community that helps bring that mission to life. Through fundraising, alumni engagement, stewardship, advancement services, and strategic partnerships, University Advancement fosters meaningful relationships that create lasting impact for the University and the communities it serves.
Guided by a commitment to excellence, collaboration, and innovation, University Advancement is building a culture of philanthropy that supports McMaster's strategic priorities and future ambitions. The division is entering an exciting period of growth and opportunity as it continues to strengthen fundraising capacity, deepening donor engagement, and positioning the University for future campaign success.
The Manager, Stewardship & Gift Documentation is a key member of the central Donor Relations team within University Advancement and serves as a university resource for gift documentation and stewardship reporting. The role is responsible for the development, negotiation, execution, and administration of complex gift agreements and related documentation, ensuring compliance with university policies, CRA requirements, and governance practices.
Working collaboratively with Advancement, Finance, Research, faculties, trust fund administrators, legal counsel, and other campus partners, the Manager ensures donor intentions are accurately documented while helping identify and mitigate financial, legal, operational, and reputational risks.
In partnership with the Associate Director, Donor Relations, the Manager also leads the University's donor impact reporting program, overseeing the planning, coordination, and delivery of endowed chair and other broad-based stewardship reports. Through strong project management and stakeholder collaboration, the role ensures donors receive timely, accurate, and meaningful reporting that demonstrates the impact of their philanthropy and supports long-term engagement.
Gift Documentation, Governance & Risk Management
- Lead the development, review, negotiation, and finalization of all philanthropic gift documentation in accordance with Board of Governors' Execution of Instruments requirements and applicable University, legal, and CRA regulations and guidelines.
- Negotiate documentation terms and conditions with internal stakeholders to ensure donor intent is appropriately reflected while protecting the University's interests and ensuring compliance with institutional requirements.
- Review donor-provided agreements and identify issues, risks, and considerations requiring revision, clarification, or escalation.
- Provide advice to Advancement staff, faculties, units, and trust fund administrators regarding appropriate gift structures, documentation requirements, fund administration, and gifts supporting research and academic priorities.
- In collaboration with internal legal and financial teams, help Identify potential financial, legal, operational, and reputational risks associated with proposed gift arrangements and recommend appropriate mitigation strategies.
- Maintain and update institutional gift documentation templates and standards to ensure consistency, compliance, and alignment with evolving regulatory and organizational requirements.
- Serve as a member of the Trust Fund Operating Committee (TFOC), reviewing matters related to donor funds, identifying issues requiring escalation, preparing submissions and recommendations, and supporting governance processes as required.
- Support the establishment of new trust funds and amendments to existing trust funds, ensuring alignment between gift documentation and fund administration practices.
- Provide support to Trust Fund Administrators to ensure donor funds are administered and utilized in accordance with documented donor intent and institutional commitments.
- Collaborate with faculties, units, and trust fund administrators to ensure the accurate implementation of donor-funded initiatives and reporting commitments.
- In collaboration with the Donor Relations team, help to maintain processes to track stewardship obligations, reporting requirements, and key donor commitments across the University.
- Lead the University's annual donor reporting program for endowed chairs and other faculty reporting, overseeing planning, timelines, quality control, stakeholder engagement, and delivery.
- Partner with fundraising teams, faculties, units, and trust fund administrators to coordinate the collection, review, and development of donor impact content.
- Lead project management for annual endowed chair reports and broad-faculty based donor impact reports, ensuring reports are accurate, compelling, and delivered on schedule.
- Establish and maintain stewardship reporting standards, processes, and templates that enhance consistency, efficiency, and donor experience.
- Ensure all stewardship activities, reporting commitments, and completed reports are accurately documented within the University's CRM system.
- Lead initiatives to improve gift documentation and stewardship processes through enhanced workflows, standardization, technology solutions, and continuous improvement practices.
- Manage documentation workflows through secure electronic systems, including DocuSign and other approved technologies.
- Ensure the secure storage, maintenance, and integrity of all gift documentation and related records.
- Maintain comprehensive electronic filing systems and records management practices in accordance with university standards and privacy requirements.
- Circulate finalized gift documentation to all relevant internal stakeholders and ensure appropriate documentation is recorded and accessible.
- Maintain confidentiality regarding donor, financial, legal, and institutional information always.
- Maintain current knowledge of developments in charitable giving, philanthropy, trust fund administration, gift documentation practices and relevant internal legal and governance considerations.
- Familiarity with publicly available CRA guidelines related to charitable giving.
- Monitor emerging best practices and recommend changes that strengthen the University's gift administration and donor stewardship programs.
- University Degree, Mac degree an asset
- Minimum 6 years of relevant experience
- Must have the following skills and abilities:
- Vision, and the ability to think strategically with a creative and entrepreneurial mindset
- Superior skills in critical analysis, judgement, decision-making, building effective relationships, and communications (oral, facilitation and written);
- High level of initiative, tact and diplomacy
- Excellent judgement and discretion
- Ability to work in fast-paced situations
- Deep understanding of the mission of a research-intensive university
- Superior skills in project management abilities
- High level of comfort and credibility working with senior academic leaders, as well as donors/funders
- Ability to work at the highest strategic levels of a faculty/department/unit, to gain and maintain the trust of senior academic leadership and supporters and also take strategy and move it through to tactics and action
- Ability to navigate and be effective within a complex organization that values collaboration in addition to individuality and creativity
- Superior interpersonal skills;
- Stakeholder-centred and goal-oriented with a reputation for integrity and transparency
- Competencies to understanding the philanthropic landscape
- Strong skills with strong excel and MS suite and relational donor databases (Advance)
The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.
Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.
McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
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