Director of Stewardship
Queen's University - Kingston, ON

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Are you interested in leading a dynamic team to enhance and integrate an effective donor engagement and stewardship program in the higher education charitable sector?

Stewardship encompasses those activities (policies, processes, structures and procedures) related to accepting gifts (as outlined in some cases through gift agreements and fund terms), in order to ensure donations are used as intended by the donor. Stewardship is vital to all fundraising efforts at the University and is essential to ensuring that our benefactors engage at an unprecedented level with Queen’s. As such, stewardship is a key component of the fundraising cycle of identification, cultivation, solicitation, recognition and accountability for the appropriate use of gifts received.

The Director of Stewardship position is an integral leadership role within the Department of Development to the continued evolvement of the University’s decentralized fundraising model supporting more sophisticated and mature Stewardship Development programs.

Reporting to the Chief Development Officer, the Director of Stewardship is responsible for the strategic direction and management of all stewardship on behalf of the University. Working collaboratively with staff in the Office of Advancement, as well as faculties, schools and university affiliated groups across campus, the incumbent oversees and provides expertise to integrate an effective donor engagement and stewardship program across the University. The stewardship program recognizes all gift acceptance and acknowledgements, recognition displays, communications and personalized stewardship events and activities. The incumbent will initiate, implement and evaluate donor relations programs, and provide guidance to and manage staff in the Stewardship Unit. The incumbent also provides high level expertise and direction to other Development staff, as well as senior university administrators.

As the Director of Stewardship, you will:

  • In consultation with the Chief Development Officer, develops a clear vision and plan, and directly manages Stewardship programs to ensure donations are used as intended and to obtain maximum long-term financial support for Queen’s University from a wide range of potential donors.
  • In consultation with the Chief Development Officer, Development staff, Deans and the VP (Advancement), creates annual and long-range strategic and integrated fundraising plans for donor stewardship including monitoring and analyzing trends in donor stewardship and engagement practices based on reliable internal and external data analysis.
  • In collaboration with Advancement staff, Student Awards, faculties, and the University Secretariat, establishes consistent policies for donor recognition, gift acceptance and acknowledgement, pledge reminder programs and annual reporting to ensure criteria established by each donor and agreed upon by the University, are met.
  • Works closely with the Central Advancement team and Faculty Development Offices to develop personalized stewardship programs for major donors, ensuring consistency across the University.
  • Liaises with Annual Giving ensuring the best possible stewardship for Annual and Leadership Annual Giving donors.
  • Monitors and evaluates the performance of existing recognition and stewardship programs to ensure objectives are delivered according to plan. Monitors endowment reporting systems to report to donors on the status of gifts received and expenditures.
  • Oversees and directs the development of gift related policies and procedures to ensure compliance with existing University policies, Revenue Canada and other disclosure requirements so that all gifts are maximized and stewarded.
  • Analyzes and interprets policy concerning gift processing and administration at all levels; resolves (together or with others) policy and procedural issues. Serves as a campus resource for gift policy advice. Advises donors, development staff, department heads and administrative staff at all levels on sensitive gift administration policy and related matters.
  • Keeps abreast of emerging trends in donor behavior; designs innovative and sophisticated stewardship programs to address these trends which cultivate the life-long involvement of major donors with the University.
  • In collaboration with Advancement staff, Student Awards, faculties, and the University Secretariat, provides leadership in the design and implementation of engaging and timely recognition, stewardship and cultivation platforms. This includes space and naming dedications; donor recognition plaques, trees, benches, etc.; campaign related donor events; and print and digital publications.
  • Develops and oversees the University’s donor and fund stewardship programs and services to ensure programs are effective in cultivating existing donors for additional gifts and fostering long-term relationships between these donors, their families and the University. Ensures donor recognition programs reinforce annual and lifetime giving; donors are appropriately recognized and stewarded in a personal, timely and appropriate manner; donor walls and displays are consistent with Queen’s standards and the Campus Plan; ensures annual fund reporting, recognition signage and solicitation materials are accurate and build donor confidence.
  • Advises the Chief Development Officer and University staff on, and approves gift agreements. These agreements are negotiated by University staff with donors to detail the types of gifts, duration and other related parameters. Ensures all new funds have a signed agreement or memorandum of understanding in order to comply with auditor guidelines.
  • Analyzes data and prepares reports required to formulate, execute, evaluate and benchmark strategic and priority driven implementation plans. Reports findings to the Chief Development Officer and implements changes in strategy as required.
  • Meets with staff on a regular basis to review progress against annual goals and prospect strategy development. In consideration of progress to date, takes a lead role in identifying and implementing further opportunities and strategies that may have arisen to ensure annual goals will be met.
  • Gathers information; writes and edits proposals and presentations.
  • Develops and maintains a working knowledge of the University’s activities, priorities and needs in both teaching and research. Applies this knowledge in matching the interests and needs of prospective donors with the strategic needs of the university.
  • Communicates regularly with other staff members in the Office of Advancement to coordinate supporting activities and expertise related to the management of prospects, and to stay abreast of any relevant developments and/or legislation that may assist in maximizing philanthropic revenue.


  • Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
  • Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
  • Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance.
  • Investigates, addresses and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters.
  • Analyzes data, develops and prepares annual budget documents, and manages the operating budget for the Stewardship Unit. In addition, the incumbent represents the University and the Office of Advancement to internal and external audiences, ensuring understanding and adoption of University Advancement policies and procedures.

Qualifications Required

  • University graduate with seven to ten years of experience, preferably in a university setting, with a focus on stewardship and donor relations or a related field.
  • Professional fundraising certificate is an asset
  • Consideration will be given to the equivalent combination of education and experience
  • Demonstrated success in the stewardship field, donor relations and/or sophisticated customer relations operation.
  • Understanding of, and experience with prospecting, reporting, acknowledgment and stewardship management, preferably SunGuard HE- Advance and PeopleSoft.
  • Proven program and project management skills demonstrating “hands on” experience in a recognized development office setting, preferably in the education sector.
  • Experience working as part of a Capital Campaign effort managing a portfolio of Campaign prospects with a view towards satisfying the Campaign needs of the University or unit.
  • Proven track record in developing and implementing strategic fundraising plans, and meeting the objectives of these plans.
  • Knowledge of the Canadian charitable sector and related legislation.
  • Knowledge of the university environment.

For additional details on this three-year appointment please visit our Human Resources website at

One of Canada’s leading universities, Queen’s has a long-standing reputation for academic excellence, research and a diverse and vibrant learning environment. With its strong tradition of public service, the University has helped to shape Canadian values and policies, educating notable political and cultural figures.

Queen’s University is located in the heart of the community in historic Kingston, midpoint between Montreal and Toronto, and the nation’s capital.

Candidates should send a letter of application and a resume by July 16, 2014, quoting competition #2014-171. The University thanks all who express an interest in this position and advises that only those selected for interviews will be contacted.

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity.