Closes: October 14, 2026

Please apply by submitting your résumé and cover letter to: [email protected] In the email subject line, please include your full name and the title of the position title for which you are applying. Applications will only be considered if both the applicant’s cover letter and resume are combined into a single Microsoft Word or PDF document and submitted to the email address above. This position is covered by United Steelworkers “All Employee” Bargaining Unit

Position Title:

Advancement Associate, Stewardship

Department:

Advancement

Supervisor:

Senior Manager, Development

Employee Group:

USW

Position No:

7

Pay Band:

14

Compensation:

Hiring Rate (Step 1): $43.86 per hour | Band Range: $43.86 – $48.72 hourly / $79,825.20 – $88,670.40 annually)

Hours:

35 hours per week with occasional evening and weekend hours

Terms:

Full-time / Permanent / In-Person / 1 Vacancy Position

Posting Date:

September 30, 2026

Closing Date:

October 14, 2026

Apply to:

[email protected]

Attention: Human Resources

Please apply with resumé and cover letter addressing the suitability of your candidacy for the particular demands of this position. In the email subject line, please include your full name and the title of the position title for which you are applying. Applications will only be considered if the applicant’s cover letter and resume are combined into a single Microsoft Word or PDF document

PROFILE The University of St. Michael’s College is one of the oldest and most distinctive post-secondary institutions in Ontario and one of three universities federated with the University of Toronto. Founded in 1852 by the Congregation of St.

Basil from Annonay, France, St. Michael’s offers undergraduate students’ full access to the complete range of courses offered by the University of Toronto, as well as its own unique academic programs. St.

Michael’s is home to over 5000 undergraduate and 250 graduate students, who live and learn in the heart of Canada’s greatest research university. St. Michael’s offers a close-knit and inviting community that maintains its Catholic identify while welcoming people of all backgrounds.

St. Michael’s is supported by a loyal and generous community of over 38,000 alumni and friends. Their commitment to our past, present and future is creating exciting opportunities to expand and strengthen alumni involvement, advocacy and financial support.

As we look forward to our 180th anniversary in 2032, we are operating with a strategic plan titled St. Mike’s 180: Rooted in the future. The plan, which imbues all aspects of university life, is built on three pillars: academics, community and sustainability, all stemming from the University’s commitment to the Catholic Intellectual Tradition.

As part of Defy Gravity: The Campaign for the University of Toronto, we seek to harness the talent, generosity, and compassion of our global community to strengthen the University’s commitment to inclusive excellence and accelerate work on the most complex issues facing our world today.

The Advancement team builds lasting relationships with alumni, donors, and friends whose involvement and generosity support students, academic programs, and the University’s future. Accurate gift administration and thoughtful donor stewardship are essential to sustaining trust and philanthropic support.

POSITION SUMMARY

Reporting to the Senior Manager, Development, the Advancement Associate, Stewardship is responsible for receiving and processing gifts, maintaining accurate gift and donor records, coordinating acknowledgements and charitable tax receipts, and preparing Advancement financial reports. The Associate reconciles information across Advancement and Finance records, investigates discrepancies, and provides reliable information to support planning, management reporting, and donor accountability.

The Associate also assembles, writes,



and coordinates stewardship reports and materials that explain how gifts are used and the impact of donor support. The role provides administrative support and continuity for estate gifts, maintaining documentation, tracking progress, and coordinating follow-up under the direction of the Senior Manager, Development. Responsibility for planned giving strategy, promotion, and solicitation rests with the designated Development staff.

This role requires solid numerical skills, meticulous attention to detail, excellent organization, and clear, polished writing. The Associate takes pride in precision and timely follow-through, exercises sound judgment, and works closely with Advancement colleagues, the Finance Office, and the University of Toronto’s Division of University Advancement (DUA).

DUTIES & RESPONSIBILITIES

Gift Administration and Receipting

- Receives and processes gifts and pledges from all giving channels; verifies donor information, amounts, designations, restrictions, and supporting documentation before recording transactions in ARBOR and related systems.
- Coordinates the secure transfer of payments and documentation to Finance and the timely issuance and delivery of charitable tax receipts through the appropriate institutional processes, including gifts processed through DUA.
- Prepares accurate, timely gift acknowledgements; customizes correspondence where appropriate and coordinates review and signatures.
- Maintains pledge schedules, monitors payments and outstanding balances, and coordinates reminders and follow-up with the responsible Development staff.
- Checks transactions and receipts, investigates errors or missing information, and coordinates corrections, adjustments, or replacement receipts through authorized processes.
- Maintains complete, confidential gift records and documentation in accordance with institutional gift acceptance, receipting, privacy, and records management requirements.

Financial Reporting and Reconciliation

- Prepares regular and ad hoc Advancement reports on gifts received, pledges, outstanding commitments, fund designations, and progress against annual and campaign goals; applies consistent definitions and distinguishes cash received from commitments.
- Reconciles ARBOR gift records with Finance records and relevant DUA reports; identifies, investigates, and resolves discrepancies in collaboration with the appropriate offices.
- Uses Excel and database reporting tools to organize and analyze financial information, validate calculations and totals, and produce clear summaries for the Senior Manager, Development and Executive Director, Advancement.
- Coordinates reporting schedules and maintains supporting documentation for management, committee, year-end, and audit reporting; meets deadlines and flags unresolved issues promptly.
- Obtains and verifies fund balances, expendable amounts, award allocations, and other financial information with Finance and relevant colleagues for donor reports; ensures figures and descriptions are accurate and consistent with gift terms.

Donor Stewardship and Impact Communications

- Coordinates the preparation and delivery of annual endowment reports and other stewardship materials, tracking information requests, reviews, approvals, and delivery dates.
- Gathers information from academic and administrative colleagues, award recipients, and other contributors; writes, edits, and proofreads clear donor reports describing the use and impact of gifts.
- Verifies names, figures, gift purposes, and recipient information; coordinates appropriate permissions and protects confidential information before materials are shared.




- Maintains acknowledgement templates, stewardship schedules, and records of reports and communications so commitments to donors are fulfilled consistently.
- Administers donor recognition records and eligibility checks, including cumulative giving and documented planned gift intentions; coordinates accurate donor lists, recognition materials, and support for stewardship events with colleagues.

Estate Gift Administration and Continuity

- Maintains organized estate gift files, including notifications, relevant correspondence, gift terms, expected distributions, payments received, and outstanding administrative requirements.
- Tracks estate gift progress, key dates, and follow-up actions; prepares status updates and ensures matters requiring decisions or specialist advice are brought to the Senior Manager, Development.
- Coordinates routine administrative correspondence and documentation with estate representatives, Finance, DUA, and other authorized parties under the direction of the Senior Manager, Development.
- Coordinates the recording, acknowledgement, and allocation of estate distributions in accordance with documented terms and approved institutional processes.

Information Management and Team Support

- Maintains accurate donor contact details, preferences, stewardship activity, and recognition information in ARBOR; responds professionally to routine gift, receipt, and stewardship inquiries.
- Documents procedures and maintains shared tracking tools to support continuity, identifies improvements to administrative processes, and assists with related projects and other duties as assigned.

SKILLS & QUALIFICATIONS

- Bachelor’s degree or an equivalent combination of education and relevant experience.
- A minimum of five years of progressively responsible experience in gift administration, donor stewardship, financial administration or reporting, or a closely related field, with demonstrated responsibility for accurate financial records and written communications. Experience in advancement, a charitable organization, or post-secondary education is an asset.
- Strong numerical and analytical skills, including experience reconciling records, investigating discrepancies, validating calculations, and preparing financial reports.
- Demonstrated proficiency in Excel, including formulas, sorting and filtering, lookups, and pivot tables; proficiency in Word, Outlook, and donor databases or CRM systems. Knowledge of ARBOR is an asset.
- Excellent writing, editing, and proofreading skills, with the ability to turn financial and program information into clear, accurate donor correspondence and impact reports.
- Meticulous attention to detail and a demonstrated commitment to precision, quality control, and complete documentation.
- Strong organizational skills and reliable follow-through; ability to manage recurring processes, competing deadlines, and confidential records with appropriate independence.
- Sound judgment, tact, diplomacy, and strong interpersonal and service skills; ability to work effectively with donors and colleagues and escalate complex or sensitive matters appropriately.
- Knowledge of gift processing, charitable receipting practices, restricted gifts, endowment reporting, or estate gift administration is an asset; ability to learn and apply institutional policies and procedures.

We thank all applicants for their interest. Only those considered for an interview will be contacted. The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

If you require accessibility accommodation, please contact Human Resources at [email protected].

- Department

📌 Advancement Associate, Stewardship (Toronto)
🏢 University of St. Michael's College
📍 Toronto