Gift Processing and Tax Receipting Analyst, VP Development and Alumni

Description

VP Development and Alumni is currently seeking a Full-time Regular Gift Processing and Tax Receipting Analyst .

The Advancement Services unit supports fundraising, alumni engagement, and communications across the University of Calgary through gift acceptance and management, alumni and donor research and prospect services, impact and financial reporting, and data management.

As a member of the Gift Processing and Tax Receipting (GPTR) team within Advancement Services, this position reports to the Manager, Gift Processing and Tax Receipting. The Analyst supports the accurate, timely, and compliant processing and receipting of charitable gifts and contributes to donor stewardship and institutional accountability.

The role operates in a deadline-driven environment with peak periods tied to fundraising activity and regulatory requirements. It involves regular collaboration with colleagues in Development and Alumni and with internal and external stakeholders, including donors and central financial units (e.g., Accounts Receivable, Financial Reporting, Research Accounting). The work is performed across multiple advancement and financial systems, including the constituent relationship management (CRM) system and related online giving and payment platforms.

Inaccuracies in processing or interpretation may have significant consequences for donors, Financial Services, and the reputation of the University. The position requires the consistent application of established policies, procedures, and applicable legislation related to charitable receipting and gift administration.

Summary of Key Responsibilities

Gift Processing & Tax Receipting - 50%

Outcome: All charitable gifts received by the University are accurately recorded, securely tracked, and processed in compliance with policy and regulation, from receipt through receipting.

• Receive and process charitable gifts received through multiple channels (e.g., online giving, telemarketing, direct mail, events, workplace giving, corporate matching), ensuring completeness, accuracy, and eligibility for receipting.
• Record, track, and document all gifts received using established intake and control processes, ensuring payments and supporting documentation are logged, safeguarded, and fully traceable throughout the processing lifecycle.
• Enter and maintain donation records in the advancement CRM, ensuring correct attribution (donor, payment method, designation, tribute, matching, and schedules).
• Verify receipting requirements and issue appropriate charitable tax receipts in accordance with University policies and applicable Canada Revenue Agency (CRA) regulations.
  Process recurring payments (credit card and EFT); manage declines, expiries, and non-sufficient funds (NSF) by contacting donors through approved channels and documenting outcomes in accordance with established procedures.
• Prepare receipt delivery (electronic and/or print) in alignment with service standards and donor preferences.
• Complete and submit corporate matching gift documentation to external organizations, as required.
• Review fundraising initiatives, including online campaigns, crowdfunding, and event-related giving, to ensure gifts can be processed and receipted appropriately and in alignment with University guidelines and regulatory requirements.
• Administer user access to approved third-party donation and payment platforms as directed; retrieve, review, and import transaction data into the CRM, ensuring data integrity.
• Support the processing of donations and registration fees associated with events by reviewing required information and confirming readiness for gift processing purposes.
• Handle confidential donor and payment information in accordance with University policies, privacy requirements, and payment-handling standards.

Financial Controls & Reconciliation Support - 20%

Outcome: Gift records entered by the Analyst align with financial system data, and discrepancies are identified, investigated, and clearly documented.

• Reconcile individual gifts and transactions entered into the CRM against corresponding financial records.
• Identify, investigate, and document discrepancies between the CRM and PeopleSoft Financials, including locating and validating appropriate journal information.
• Provide explanations and supporting documentation for variances, suspense items, or exceptions, as requested by the GPTR Manager.
• Support reconciliation, audit, and review activities by providing transaction-level detail and documentation.

Stakeholder Service & Advisory - 20%

Outcome: Donors and University stakeholders receive timely, accurate information and guidance related to gift processing and receipting.

• Respond to inquiri