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Charitable Contributions Coordinator, University Relations
3 months ago
Charitable Contributions Coordinator, University Relations
Primary Objective: To proficiently manage and acknowledge charitable contributions and donations received by the University of Saskatchewan.
Nature of Responsibilities: As a vital member of the Donations and Trusts team, the Charitable Contributions Coordinator operates within a collaborative and service-focused environment, adhering to established protocols and guidelines to manage and acknowledge charitable contributions. This role involves responding to inquiries and requests with exemplary customer service, demonstrating tact, sensitivity, confidentiality, accuracy, and meticulous attention to detail, while appropriately directing inquiries or requests as necessary. The Coordinator collaborates with other members of the University Relations team to ensure that donors receive timely and accurate follow-up and acknowledgment of their contributions.
The Charitable Contributions Coordinator must operate efficiently and effectively in a dynamic environment characterized by multiple and sometimes competing deadlines and priorities. The tasks involved are diverse, with varying degrees of complexity and significant consequences for errors. Professionalism and discretion are essential, as this position occasionally addresses sensitive and personal matters. The work is multifaceted and complex, necessitating a solid understanding of University Relations operations, strong organizational skills, and knowledge of accounting principles, institutional and CRA guidelines, as well as the Income Tax Act regarding charitable contributions. The Coordinator provides administrative support primarily related to the processing of charitable contributions and donations received by the university, along with other activities associated with the University Relations gift processing unit.
University Relations is tasked with institutional advancement initiatives (including alumni relations, communications and marketing, and development), and is committed to addressing the related needs of all colleges, units, and the university as a whole. The department comprises specialized teams that collaborate as an integrated unit to ensure that the University of Saskatchewan maintains the reputation, relationships, and resources necessary to be recognized among the most distinguished universities in Canada and globally. Over 100 advancement professionals and support staff operate within UR offices located throughout the campus. This position is situated in the central University Relations office.
The University of Saskatchewan values diversity, and Indigenous engagement is a strategic priority. In alignment with this priority, the position will be part of a team environment that acknowledges and supports the significance and value of diversity in fulfilling the university's mission, actively seeking individuals with diverse cultural backgrounds, perspectives, and experiences.
In University Relations, our work is guided by the following principles:
Inspiring: We possess confidence in ourselves and our objectives, instilling confidence and enthusiasm in others. Committed to each other's success: We actively seek opportunities to contribute to the success of our teams and the University. Collaborative and integrated: We work collectively towards shared objectives. Solutions- and action-oriented: We consistently pursue a path forward and ensure tasks are completed. Brave and courageous: We anticipate challenges and confront them directly. Respectful: We show regard for others through active listening, understanding, and acknowledging contributions.Typical Duties or Responsibilities:
Efficiently manage and acknowledge charitable contributions and donations received by the University of Saskatchewan. Review incoming contributions and accurately enter all required information into the Engage CRM database (including but not limited to gifts received by mail, in-person, online, or telephone, as well as gifts-in-kind); Review batches of charitable contributions data to ensure accuracy; Ensure proper management and acknowledgment of contributions occurs, reconciling this activity with the University's Unifi System; Adhere to appropriate procedures in accordance with gift acceptance and donation assessment guidelines; Export contributions and donations from Engage CRM into Unifi; Ensure financial transactions related to contributions and donations are tracked and reconciled appropriately in Unifi; Perform all administrative processes related to contributions, including generating and distributing tax receipts and acknowledgments; Investigate discrepancies as necessary to ensure contributions and donations are properly managed and acknowledged; Create new accounts in Engage CRM (both suspense and FSD items) as appropriate; Review organizations (e.g., Corporations) to verify employee donations; Reconcile payroll suspense fund, NSF Clearing account, and Moneris statements; Assist in reconciling donation activity with the university's Unifi system; Provide monthly charitable donation reports and information to colleges and units as appropriate. Collaborate to support the administrative needs across UR administrative teams and other project work and/or duties as assigned.Education: Completion of Grade 12 and a certificate or diploma in accounting or a related field. An equivalent combination of training and experience may be considered. The employee must be bondable, and a criminal record check is a requirement of employment.
Experience: A minimum of five years of relevant experience in an administrative role with a working knowledge of basic accounting and proficiency in database, spreadsheet, and word processing applications. Experience with large financial systems, particularly the university's alumni and donor database and the university's financial system (Unifi) is preferred. Experience in a comparable high-volume, complex environment with frequent interruptions and deadlines, such as a university or post-secondary setting, along with familiarity with university fundraising practices and policies, would be a definite asset.
Skills: Highly proactive, with a strong focus on customer service; detail-oriented with proficiency in all aspects of administrative work, demonstrating exceptional accuracy in data entry and discretion with confidential information; effective verbal, written, and interpersonal communication skills; strong work ethic and integrity; maturity in dealing with a diverse customer demographic while exhibiting tact, diplomacy, and professionalism; demonstrated ability to organize work, prioritize tasks, and perform under pressure; capability to work independently with minimal supervision and collaboratively as a team member; effective analytical and problem-solving skills; comprehensive knowledge of Microsoft Office Suite, particularly Word, Excel, and email.
