Donation Processing Administrator, University Relations

University of Saskatchewan; Saskatoon; On-site; CAD 34,000 - 43,000; Full time

Job summary

The University of Saskatchewan is seeking a Donation Processing Administrator to join University Relations. You will efficiently process and receipt charitable gifts, ensure CRA compliance, and maintain accurate donor data in EngageCRM and UniFi, handling inquiries with professionalism.

This role requires five years of administrative experience, strong organizational skills, and a commitment to confidentiality.

Qualifications

• Grade 12 with a certificate or diploma in business administration, accounting, financial administration, or related field
• Bondable and able to obtain a criminal record check
• Minimum five years of administrative experience with high-volume data handling
• Experience with databases, spreadsheets, word processing, and CRM systems

Responsibilities

• Process charitable gifts and donations in compliance with CRA and university policies
• Review donor correspondence and gift documents to determine designation and receipting requirements
• Enter transactions in EngageCRM (Blackbaud CRM) and coordinate with Treasury for fund transfers
• Review gift batches for accuracy and ensure proper receipting
• Reconcile EngageCRM with UniFi and assist bank reconciliation processes
• Reconcile receipting activity with gift batches and resolve discrepancies
• Prepare and issue charitable tax receipts according to CRA rules
• Distribute donor pledge reminders and maintain donor records in EngageCRM
• Respond to donor inquiries by phone and email
• Support University Relations and other project work as assigned

Skills

Customer service

Data entry

Attention to detail

Communication

Privacy & confidentiality

Teamwork

Analytical thinking

Organizational skills

Problem solving

Education

Grade 12

Business administration certificate/diploma

Accounting certificate/diploma

Tools

EngageCRM (Blackbaud CRM)

UniFi

Excel

Word

Outlook / Email

Job description

Donation Processing Administrator, University Relations

Primary Purpose: To effectively process and receipt charitable gifts and donations received by the University of Saskatchewan.

Nature of Work: As a member of the Donations and Trusts team, the Donation Processing Administrator works in a team and service-oriented environment, following established procedures and guidelines to process and receipt charitable gifts and donations. The Donation Processing Administrator responds to inquiries and requests with professionalism, tact, sensitivity, confidentiality, accuracy, and attention to detail, and refers inquiries as appropriate. This position works collaboratively with other members of the University Relations team to ensure donors to the University receive accurate, timely, and appropriate acknowledgement of their contributions.

The Donation Processing Administrator operates effectively in a fast-paced environment with multiple and competing priorities. The position is responsible for a high volume of transactional and administrative work requiring exceptional accuracy, consistency, attention to detail, and sound judgment. The role involves interpreting and assessing information, applying established policies, procedures, and guidelines, and ensuring compliance with applicable legislative and regulatory requirements. Work is varied and may involve complex situations where errors can have significant financial, operational, and reputational impacts.

The position requires strong organizational and analytical skills, proficiency with information systems and databases, and a thorough understanding of University Relations operations. A working knowledge of accounting principles, institutional policies and procedures, and charitable giving and receipting requirements is essential. The incumbent must exercise discretion and professionalism when handling sensitive and confidential information.

Typical Duties or Accountabilities:

• Efficiently and effectively process charitable gifts and donations received by the University of Saskatchewan, ensuring compliance with university policies, gift acceptance procedures, donation assessment guidelines, and applicable Canada Revenue Agency (CRA) requirements for charitable receipting.
• Review and interpret donor correspondence, pledge documentation, gift agreements, and other supporting information to determine the appropriate designation, coding, processing, and receipting requirements for charitable gifts and donations.
• Accurately enter and administer gift transactions in the EngageCRM (Blackbaud CRM) database, including gifts received by mail, in person, online, telephone, payroll deduction, recurring payment arrangements, gifts-in-kind, and electronic fund transfers. Work closely with the University's Treasury office to ensure electronically transferred funds are appropriately identified, designated, and recorded.
• Review gift batches to ensure donations have been entered accurately and completely, and in accordance with established procedures and receipting requirements.
• Reconcile gift and donation activity between EngageCRM (Blackbaud CRM) and the University's UniFi system, investigating and resolving discrepancies as required. Prepare and provide supporting documentation and information to the University's Treasury office to facilitate bank reconciliation processes related to charitable gifts and donations.
• Reconcile receipting activity to processed gift batches and investigate inconsistencies to ensure gifts are properly processed and receipted.
• Perform administrative processes related to charitable gifts, including the production, distribution, maintenance, and correction of charitable tax receipts in accordance with CRA requirements.
• Assist with the generation, distribution, and tracking of monthly donor pledge reminders in accordance with established procedures and timelines.
• Create and maintain constituent and fund records in EngageCRM (Blackbaud CRM) as appropriate.
• Respond to donor, campus, and external inquiries by telephone and email regarding charitable gifts, donation processing, payment methods, and charitable tax receipts.
• Work collaboratively to support the administrative needs of University Relations and other project work and duties as assigned.

Education: Grade 12 and completion of a certificate or diploma in business administration, accounting, financial administration, or another related field. An equivalent combination of training and experience may be considered. The employee must be bondable. A criminal record check is a requirement of employment.

Experience: Minimum of five years of related experience in an administrative role with demonstrated experience using databases, spreadsheets, word processing programs, and other business applications along with proven experience processing high volumes of transactions while maintaining exceptional accuracy, attention to detail, and data integrity.

Experience working in a fast-paced, complex environment with competing deadlines and frequent interruptions, particularly within a university or post-secondary setting, as well as knowledge of university fundraising, policies, and practices would be considered a strong asset.

Skills: Highly proactive, with a strong orientation toward customer service and donor support; accuracy and attention to detail in transaction processing, record maintenance, and data management; ability to interpret and apply policies, procedures, and guidelines and documentation while exercise sound judgment; ability to manage high volumes of work while maintaining accuracy and meeting deadlines in a fast paced environment; strong analytical, problem-solving, and organizational skills; excellent verbal, written, and interpersonal communication skills with the ability to build positive relationships with a variety of stakeholders; demonstrated professionalism, discretion and ability to handle confidential and sensitive information; ability to work independently with minimal supervision as well as collaboratively as a member of a team; proficiency with customer relationship management (CRM) systems, financial systems, and data management practices; proficient with Microsoft Office Suite, particularly Word, Excel, and email; knowledge of charitable gift administration, charitable receipting, and related policies and procedures would be considered an asset.

Inquiries regarding this position can be directed to Shandi Thompson, Manager, Donations and Trusts, at 306-966-7834.

Department: University Relations
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Monday-Friday, 8:00am-4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $24.74 - 31.37 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 10/28/2026
Closing Date: 12/1/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Yes
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.

We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.

The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.