Coordinator, Advancement Systems - BCIT

Position Summary

BCIT’s Advancement department is seeking a regular, full-time (1.0 FTE) Coordinator, Advancement Systems. Reporting to the Manager, Advancement Systems, this position is key to the optimization of the relational database the Raiser’s Edge (RE), the cloud interface RE NXT and the supported system Financial Edge NXT. This role is responsible for efficient and accurate gift processing, provides input for ensuring Advancement is able to produce robust reporting related to revenue and tactical engagement, and is a primary resource for executing intermediate to advanced data functions such defining queries, exports and imports. The incumbent provides guidance to approximately 30 RE users in a cloud-based Customer Relationship Management (CRM) database.

DUTIES AND RESPONSIBILITIES:

Pledge and Donation Processing

• Records and processes all donations in RE database
• Evaluates coding and executes processing from acceptance of donations to issuance of receipts or acknowledgement letters via RE Mail module.
• Administers coding, validation and committal RE Batches and compiles cheques for deposit for review by the Manager and the Financial Accounting Coordinator.
• Evaluates and fulfills requests for gift adjustments and pledge write-offs in RE database at the direction of the Manager, Director, and/or Financial Accounting Coordinator.
• Processes point-of-sale (POS) transactions for Foundation and Alumni Relations.
• Evaluates Gift Agreement terms and other Institute procedural forms in order to complete, or review existing pledges at the direction of the Manager, Advancement Systems.
• Adheres to weekly and monthly gift processing deadlines while balancing other data-related intake, review, fulfillment and documentation.
• Maintains gift record data integrity in RE database
• Conducts research in RE to troubleshoot variance.
• Assesses gift record hygiene and ensures compatibility with metrics and reporting.
• In coordination with Fundraising staff, ensures a complete electronic and paper trail.
• Assists the Manager, Advancement Systems and Financial Accounting Coordinator in reconciling donation revenue to bank statements on a monthly basis.
• Maintains and adheres to policies and procedures
• Maintains updates to procedure manuals under direction of the Manager.
• Trains staff on procedures under the direction of the Manager.
• Maintains a current working knowledge of Canada Revenue Agency (CRA) regulations and best practices for the recording and receipting of gifts, as well as Payment Card Industry (PCI) compliance.

Constituent Records Management, Reports, Queries, Imports and Exports

• Maintains a thorough understanding of the Foundation fundraising initiatives specifically relating to impacts to data captured in RE.
• Creates records, managing records duplication, and identifies and links related records.
• Adds and/or imports relevant and effective appeals, actions, notes, attributes and consent information following deployment of various solicitation and engagement activities.
• Fulfills reporting needs under the direction of the Manager.
• Runs queries, exports and reports as requested, including donor recognition lists.
• Maintains accurate documentation of all related queries, exports and reports used to execute data requests in order to facilitate efficient future requests.
• Exports data from other software systems and configures and executes imports using RE Import.
• Exports data from RE and initiates any data transformation needed to ensure suitability for analysis and/or data visualization in Excel, Power BI or other visualization tool.

Other

• Together with the Manager, adopts updates to RENXT, as well as the Financial Edge NXT; transitioning processes from the legacy system version to the Blackbaud Total Web Solution.
• Under direction of Manager, facilitates software updates for all Advancement staff as required.
• Provides assistance and support during the annual audit.
• Sets up new RE Fund records and coordinates with designated colleagues who request corresponding accounts in enterprise resource planning system, Banner.
• Performs administrative and configuration functions in RE under the direction of the Manager.
• Creates and updates conditional merges for gift thank you letters, reporting dashboard panels and other Lists used for reporting purposes.
• Assists with deactivating and refreshing Appeal and Campaign records.
• Updates fields and tables.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures.
• Undertakes related duties as assigned, consistent with the job grade for this position.

QUALIFICATIONS:

Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education:

• Completion of Grade 12, plus completion of additional specialized training of up to two years; e.g., a Diploma of Technology or completion of a two-year program from a college.

License(s)/Certifications(s):

• Certificates or transcripts for any relevant vendor software certifications (e.g.: Blackbaud certifications).

Experience:

• Two years of general experience plus up to four years of current, relevant experience in a position of similar responsibility in a fundraising environment.

Software/Computer Application(s) and Expertise:

• Intermediate to advanced level current knowledge of RE, especially pertaining to gift records and gift processing, and the Administration and Configuration components. BCIT subscribes to Blackbaud Learn More.
• MS Word and MS PowerPoint at the intermediate level, with MS Excel at an advanced level.
• Familiarity with ImportOmatic or other importing tools or software.

Communication/Interpersonal Skills:

• Exemplary organizational, communication (both verbal and written English) and interpersonal skills.
• Proven ability to establish and maintain positive working relationships both internally and externally, contribute effectively to the team, and to work independently with minimal supervision.
• Strong aptitude to maintain confidentiality and exercise considerable judgment, tact, and discretion while handling sensitive and confidential information.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Demonstrated ability to handle a high volume of data entry work with high accuracy and strong attention to detail.
• Strong analytical skills and an aptitude for problem-solving.

Other Skills/Abilities:

• Ability to work under pressure and meet gift processing deadlines.

Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
• For more information on our generous benefits, click here!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact RecruitmentAssistant@bcit.ca. Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Grade 8: $62,669 - $68,082 per annum.

Additional Salary Information: External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.