Donation Processing Associate : University of Alberta · Edmonton (hybrid) · Closes Fri, Nov 6

Alberta; Edmonton; Hybrid; CAD 46,000 - 64,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

University of Alberta is seeking a Donation Processing Associate to support fundraising operations by accurately processing, recording, and receipting charitable gifts. The role requires handling diverse donation types and maintaining donor records with CRA compliance.

The position is hybrid with remote and in-person work primarily at Enterprise Square, reporting to the Program Lead, Gift Acceptance & Processing, and collaborating with the Gift Processing Team within the Office of the Recording

Qualifications

• Diploma in Accounting/Finance or related field.
• Minimum of one year of experience in fast-paced accounting, banking, or charitable environment.
• Proficiency in Microsoft Office, especially Excel, and comfort with financial systems/databases.
• Strong attention to detail, prioritization, and deadlines.
• Ability to work independently with good judgment and problem-solving.

Responsibilities

• Process a variety of charitable donations including cash, cheques, credit cards, EFTs, online gifts, securities, gifts-in-kind, pledges, and complex transactions.
• Maintain accurate donor, gift, and allocation records in the advancement system.
• Prepare and reconcile donation deposits and gift batches with supporting documents.
• Review gift transactions for accuracy and resolve discrepancies; assist with corrective entries and QA.
• Support pledge reminders, recurring donations, and donor communications with internal teams.
• Contribute to internal controls, audits, staff training, system testing, and process improvements.

Skills

Excel

Attention to detail

Independent work

Communication skills

Education

Diploma in Accounting/Finance or related field

Tools

PeopleSoft

Ellucian Advance

Job description

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

Location - This role is hybrid with a mix of remote and in-person work. Work primarily takes place at Enterprise Square.

Reporting to the Program Lead, Gift Acceptance & Processing, and working collaboratively with the Gift Processing Team within the Office of the Recording Secretary, the Donation Processing Associate plays an important role in supporting the University of Alberta's fundraising operations by ensuring the accurate and timely processing, recording, and receipting of charitable donations.

The position is responsible for processing a variety of gift transactions, including cheques, credit cards, electronic funds transfers, online donations, payroll deductions, and more complex gifts such as securities, gifts-in-kind, and pledges.

Key responsibilities include maintaining accurate donor and gift records, reviewing supporting documentation, issuing charitable tax receipts, processing gift adjustments, and supporting reconciliations. The role also contributes to quality assurance by reviewing gift transactions and ensuring compliance with Canada Revenue Agency (CRA) regulations and university policies and procedures.

Working collaboratively with internal teams and university stakeholders, the Donation Processing Associate helps ensure donations are accurately recorded, appropriately allocated, and processed in a timely manner while maintaining the integrity of the university's gift processing operations.

• Donation Processing and Receipting: Process a variety of charitable donations, including cash, cheques, credit cards, electronic funds transfers, online gifts, securities, gifts-in-kind, pledges, and other complex transactions, ensuring compliance with CRA regulations and university policies.
• Gift Records and Data Management: Create and maintain accurate donor, gift, and allocation records in the university's advancement system, ensuring data integrity, appropriate donor recognition, and accurate charitable receipting.
• Donation Deposits and Reconciliations: Prepare and reconcile donation deposits, gift batches, recurring transactions, and supporting documentation to ensure accurate and timely recording of donations.
• Quality Assurance and Gift Adjustments: Review and verify gift transactions, resolve processing discrepancies, complete correcting entries, and support quality assurance by checking the work of other processing staff.
• Pledge Management and Donor Communications: Support recurring donation processing, pledge reminders, declined payments, and donor correspondence, working with donors, fundraisers, and internal stakeholders to resolve gift-related inquiries.
• Operational Support and Process Improvement: Contribute to internal controls, audit preparation, staff training, system testing, documentation, and continuous improvement initiatives to support efficient and compliant gift processing operations.

• Certificate or diploma in Accounting, Finance, or a related field. An equivalent combination of relevant education and experience will be considered.
• Minimum of one year of experience in a fast-paced accounting, banking, financial processing, or registered charity environment.
• Proficiency in Microsoft Office applications, particularly Excel, and ability to work with financial systems and databases.
• Strong attention to detail, accuracy, and organizational skills, with the ability to manage competing priorities and meet deadlines.
• Demonstrated ability to work independently, exercise sound judgment, and resolve issues effectively.
• Strong interpersonal and communication skills, with a 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 processing charitable donations, preferably in a post-secondary environment.
• Experience using PeopleSoft and Ellucian Advance or similar financial and donor management systems.
• Knowledge of Canada Revenue Agency (CRA) charitable receipting regulations and requirements.
• Familiarity with University of Alberta policies, procedures, and financial processes.

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.