Gift Administration Officer

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Gift Administration Officer exercises a high degree of judgement in the review, analysis and preparation of specialized, highly sensitive or high value donations for entry and posting into the University of Waterloo’s databases. The Gift Administration Officer has expert knowledge of the Advancement database and performs several specialized reporting and import/export functions within the database. In collaboration with the Advancement Finance Officer s/he maintains the funds and Unit 4 G/L accounts and is accountable for all posting to the general ledger. In collaboration with the Associate Director, Operations, participates in special projects to ensure effective, efficient and compliant gift processing and document retention practices are developed and maintained.

**Responsibilities**:
Reviews, analyzes and advises on the handling of specialized, sensitive or high value donations
- First point of contact in gifts processing for fully signed trust and endowment gift agreements
- Reviews agreement for completeness, sensitive dates, and compliance with gift processing policies and procedures and advises on data entry protocol
- Follows up with internal and external stakeholders with mindfulness of the sensitivity of the ongoing donor relationship
- Troubleshoots and advises on complex gift scenarios as escalated from the Alumni and Donor Services Manager and others; resolving issues may involve broad collaboration with de-centralized advancement teams, UW finance, stewardship and donor relations, Student Awards & Financial Aid (SAFA) and Graduate Studies, among others
- Review and approval for data entry of other revenue such as sponsorships and non-cash gifts of property (Gifts in Kind)

Performs specialized functions in the Advancement Database
- Creates, updates and disables fund records on Raiser’s Edge for new trust and endowment funds as approved by UW Finance and Advancement finance
- Approves and advises on complex adjustments to giving histories; performs all adjustments to and from the Advancement suspense account and reconciles suspense account
- In coordination with Alumni and Donor Services team, runs G/L posting process including performing data integrity checks, reviewing and correcting exceptions and errors
- Approves and uploads donation revenue to G/L; advises manager of errors and omissions
- Acts as an expert on Gifts module of the database; works closely with systems team and other stakeholders to develop a highly efficient and logical database
- Manages preparations for database conversion

Generates Gift Processing Reports
- Generates standardized reports and distributes campus-wide
- Generates data integrity reports as required, in conjunction with the Data Steward
- Designs, creates and generates other exports, queries or reports as directed by the Associate Director, Operations

Communications and Stewardship
- Reviews and approves for release all donation reminders for major, corporate and VIP donors
- Acts as a resource to advancement professionals across campus

Other
- Develops and implements an effective document management program for the Advancement Operations team
- Creates and maintains all financial and gift processing forms on internal document sharing site and coordinates with the Communications team to update and provide content for web-based forms on the Advancement website
- Participates as a functional expert representative in gift processing system upgrade and testing project teams
- Coordinates and/or participates in other advancement projects as directed by Associate Director, Operations

Qualifications:

- Post-Secondary education and/or equivalent work experience
- 3-5 years’ experience in a gift or revenue processing role
- Demonstrated experience working in a computerized financial environment
- Experience in an employed or volunteer capacity in the charitable or not for profit sector is preferred
Knowledge of University of Waterloo policies related to gift acceptance and CRA charity guidelines
- Proficiency in database operations preferably with Raiser’s Edge; experience with alternative customer relationship management (CRM) database or financial system may be substituted
- Ability to handle multiple tasks and competing priorities with exceptional attention to detail
- Ability to handle confidential matters with a high level of integrity
- Customer service orientated and effective interpersonal approach
- Knowledge of generally accepted accounting principles

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our

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