Donation Processing Assistant

Culture Alberta; Edmonton; On-site; CAD 42,000 - 52,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

University of Alberta is seeking a Donation Processing Assistant to join the Gift Processing Team. The role supports accurate donation handling, recording, and timely deposits, ensuring internal controls and policies are followed.

You will collaborate with colleagues to process gifts, manage donor information, and respond to tax receipt inquiries while maintaining confidentiality and compliance.

Qualifications

• High school diploma required.
• Experience in an office/administrative environment preferred.
• Proficiency in MS Office (Word, Excel, Outlook).
• Strong attention to detail and accuracy in financial records.

Responsibilities

• Receive, record, safeguard, and deposit cash and cheque donations following internal controls.
• Prepare and reconcile deposit documentation and maintain transaction records.
• Coordinate bank deposits and ensure proper retention of supporting documentation.
• Assist with donor records, online gifts, and gift allocations in the advancement system.
• Respond to duplicate tax receipt requests and provide admin support to the Gift Processing Team.
• Review donation documentation for completeness and accuracy; follow up on missing information.

Skills

Microsoft Word

Microsoft Excel

Outlook

Attention to detail

organizational skills

Communication

Customer service

Teamwork

Independence

Confidentiality

Education

High school diploma

Tools

PeopleSoft

Ellucian Advance

Job description

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has a term length of18 months.

Location - This role is in-person. Work primarily takes place at Enterprise Square.

Reporting to the Program Lead, Gift Acceptance & Processing, the Donation Processing Assistant is an integral member of the Gift Processing Team within the Office of the Recording Secretary, supporting the accurate and timely acceptance, handling, and processing of charitable donations received by the University of Alberta.

The position is primarily responsible for receiving, recording, safeguarding, and depositing cash and cheque donations in accordance with established internal controls and university policies and procedures. Key activities include preparing and reconciling deposit documentation, maintaining accurate transaction records, coordinating bank deposits, and ensuring proper handling and retention of supporting documentation.

The Donation Processing Assistant also supports routine gift processing activities, including compiling donor information for online donations, assisting with donor records and gift allocations, responding to duplicate tax receipt requests, and providing general administrative support to the Gift Processing Team.

Working collaboratively with team members and internal stakeholders, this position contributes to efficient daily operations, accurate financial recordkeeping, and the timely processing of donations that support the university's fundraising initiatives.

• Donation Receiving and Depositing: Receive, review, and safeguard incoming cash and cheque donations, verify supporting documentation, prepare deposit records, and coordinate bank deposits in accordance with established internal controls and university procedures.
• Deposit Tracking and Reconciliation: Maintain accurate transaction and deposit logs, match payments with supporting documentation, verify deposit totals, and assist with reconciling donation records.
• Document Management and Mail Handling: Open and distribute incoming mail, prepare outgoing correspondence, scan and file donation documentation, and maintain records in accordance with university retention requirements.
• Routine Donation Processing: Assist with processing routine and non-complex donations, including online gifts, creating and updating donor records, and supporting gift allocation setup in the university's advancement system.
• Donor and Administrative Support: Monitor departmental email accounts, respond to routine donor and internal inquiries, prepare duplicate charitable tax receipts, and provide general administrative support to the Gift Processing Team.
• Operational Support and Quality Control: Assist with reviewing donation documentation for completeness and accuracy, identifying discrepancies, following up on missing information, and supporting daily gift processing operations and other assigned activities.

• High school diploma.
• Minimum of one year of experience in an office or administrative environment.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong attention to detail and accuracy, with the ability to maintain financial records, documentation, and transaction logs.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Ability to work independently, exercise sound judgment, and collaborate effectively within a team.
• Strong interpersonal and communication skills, with a demonstrated commitment to providing excellent customer service.
• Working knowledge and understanding of Freedom of Information and Protection of Privacy (FOIP) requirements and the importance of maintaining confidentiality.
• Experience handling cash, cheques, preparing deposits, or reconciling financial transactions.
• Previous experience in a registered charity, banking, financial processing, or donation processing environment is preferred.
• Experience using PeopleSoft, Ellucian Advance, or similar financial and donor management systems is preferred.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.