Manager, Stewardship & Gift Documentation

About the role:

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.

Accountabilities:

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.

Donor Intent Implementation & Stewardship Oversight

• 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.

Impact Reporting & Donor Stewardship

• 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.

Process Improvement & Records Management

• 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.

Professional Knowledge & Development

• 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.

Qualifications:

Education

• University Degree, Mac degree an asset

Experience

• Minimum 6 years of relevant experience

Knowledge/skills:

• 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 in understanding the philanthropic landscape
• Strong skills with Excel and MS Office suite and relational donor databases (Advance)

How To Apply

To apply for this job, please submit your application online.