Manager, Advancement Records

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square, Edmonton.

The Manager, Advancement Records leads strategic data governance, records stewardship, and privacy compliance for the university’s Development and Alumni Relations portfolio. Reporting to the Director of Advancement Services, this role ensures the maintenance and quality of contact and degree data for approximately 500,000 alumni and donors. This position leads the electronic document records management strategy and acts as the designated Access & Privacy Liaison to ensure departmental compliance with provincial, national and international legislation.

• Provides expert leadership and strategic direction for data governance and digital records management, leading the team in maintaining the integrity, accuracy, and completeness of alumni and donor biographical data and ensuring data practices, standards, and processes align with university-wide fundraising, advancement, and alumni engagement priorities.
• Partners with stakeholders in establishing data governance frameworks, controls, standards, and quality criteria to ensure well-defined business and information requirements are established before data is collected, entered, or integrated. Provides expert guidance on data planning, collection, stewardship, and quality assurance to support reliable and fit-for-purpose advancement information.
• Provides leadership and subject-matter expertise in privacy, access, and information security compliance for Development and Alumni Relations. Oversees access request processes and breach response activities; partners with central Privacy and Security offices to assess and address software and system compliance requirements; and ensures Privacy Impact Assessments (PIAs) and related documentation for the Advance ERP system are current and appropriately managed.
• Leads unit operations, strategic priority setting, resource planning, and budget oversight for Advancement Records. Serves as the functional subject-matter expert and lead for the biographical module within the Advance system and for enhancements to the electronic document and records management environment. Provides strategic direction for system development, data integrity, performance reporting, workflow optimization, and continuous improvement across advancement systems, balancing operational requirements with longer-term business and technology priorities.
• Leads, coaches, and manages the Advancement Records team, with accountability for workforce planning, recruitment, performance management, professional development, workload and priority management, and conflict resolution. Establishes clear expectations and fosters a collaborative, inclusive, and high-performing team culture while building staff capability, strengthening succession and knowledge transfer, and ensuring the team delivers complex, high-quality services in support of institutional advancement objectives.

• Bachelor's degree in a related field is required. Master's Degree in Library and Information Studies, Archival Studies or Information Management is strongly preferred. An equivalent combination of education and experience will be considered.
• Five to seven years of information management, data management and technology experience, preferably in higher education or other non-profit institution with a fundraising unit.
• Comprehensive knowledge of records, information and data management and any associated policies, processes, procedures, standards, acts and legislation.
• Knowledge and experience in interpreting and applying POPA/ATIA. IAPP or CIPP certification is preferred.
• Demonstrated competency in relational database management, systems development, database concepts and report development.
• Knowledge of current and innovative records and information management trends and technologies, specifically EDRMS or records management software.
• Program leadership to maximize team performance and manage resources.
• Excellent communicator with high proficiency in listening, writing and verbal communication. Able to challenge requirements and negotiate solutions to address organizational needs.
• Experience managing vendor relationships and building and maintaining collaborative stakeholder relations with internal and external stakeholders at all levels.

Application Instructions

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This position has a comprehensive benefits package and an annual salary range of $74,418 to $124,036.

The terms and conditions of this appointment are governed by Schedule F of the collective agreement between the Board of Governors of the University of Alberta and the Association of Academic Staff of the University of Alberta.