Donor Relations Supervisor: Gift Processing & Records

UM Careers; Winnipeg; On-site; CAD 44,000 - 63,000; Full time

Job summary

University of Manitoba is seeking a Donor Relations professional to lead Gift Processing, Records, and Stewardship activities. You will supervise staff, ensure compliance with CRA guidelines, and coordinate with External Relations on donor systems and online donations.

The role requires strong finance, project management, and data management skills, with experience in a fundraising environment. A Bachelor’s degree is required. United in Winnipeg, the team offers a dynamic, fast-paced setting.

Qualifications

• University Bachelor’s degree required.
• Four years of directly related administrative experience is required, preferably in a fundraising environment.
• A minimum of two years of directly related experience required, in stewardship, gift fulfilment or compliance preferably in higher education or a comparably complex organization.
• A minimum of four years of progressive experience with finance/accounting and/or contract administration preferred.
• Advanced knowledge of Microsoft Excel as well as MS Word and Outlook mail and email merges is required.
• Demonstrated “power user” experience with a relational database system for processing donations is required. Blackbaud’s Raiser’s Edge is preferred.
• Experience project managing complex projects required.
• Demonstrated background in supervising support staff in a high-volume information processing environment is required.
• Demonstrated knowledge of fundraising and gift acceptance best practices preferred.
• Demonstrated knowledge of Canada Revenue Agency guidelines for charitable donations preferred.
• Demonstrated knowledge of principles of records management and accounting, or advanced bookkeeping preferred.
• Knowledge of privacy legislation in a non-profit environment, particularly The Freedom of Information and Protection of Privacy Act (FIPPA), The Personal Health Information Act, and Canada's Anti-Spam Legislation preferred.
• Knowledge of University policies and procedures as they related to records management, accounting, and gift acceptance preferred.
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Supervises the development, management and process improvement of the Gift Processing and Records functions in Donor Relations.
• Supervises the gift fulfilment, gift compliance and endowed fund reporting program for donor supported Trust and Endowment Funds.
• Supervises the Awards and Funds Stewardship program.
• Demonstrates specialized knowledge of Canada Revenue Agency requirements to ensure effective program management in accordance with applicable guidelines.
• Ensures that competent and qualified incumbents exist in all positions by: recommending filling of vacant positions, creation of new positions and the discontinuance of redundant positions.
• Acting as member of the Selection Committee for vacant positions.
• Collaborates with External Relations team members to ensure the development of e-solutions that will enhance the overall effectiveness and efficiency of External Relations as a whole.
• High level systems and personnel oversight of gift processing services.
• Prepares an annual plan outlining goals and objectives of the Gift Processing, Records, Gift Fulfilment and Stewardship units and tracks the ongoing performance of these units to ensure accomplishment of the plan.
• Maintains and ensures complete and current documentation on gift and records processes, data entry guidelines and gift fulfilment processes. Designs workflow and business process analyses; writing procedures, preparing documentation and the design/delivery of training.
• Reviews gift and biographical reports generated by Advancement Information Services and the Gift Processing and Records staff for clarity and adherence to reporting standards, completeness, and accuracy.
• With Advancement Information Services, co-manages the online donation form (Blackbaud Net Community and NXT Forms); responsible for its integration and use within Gift Processing and Records.
• Maintain statistics on gift processing and records activities.
• Identifies, and on occasion, develops and leads projects department-wide, in order to develop new ventures that will advance the level of service provided.
• As intra-departmental system integration requirements are identified or change, work with external departments and potentially IT staff and/or other staff within the department, determining appropriate course of action to meet the identified requirements, and ensur changes are implemented so integrations can continue to operate.
• Ensure that the software and hardware is available and appropriate to meet the needs of the records, gift processing and gift fulfilment teams.
• To ensure appropriate software is available, the incumbent must be aware of applicable existing database capabilities, as well as campus-wide software to ensure that staff have licenses and training to use external software as required.
• The incumbent must keep abreast of new developments as it relates to database capabilities and ensure effective implementation as appropriate for Gift Processing and Records team.
• Work effectively with Advancement Information Services to develop new practices, reports, and procedures.
• Works with other units to coordinate the activities of interrelated work groups, i.e., Advancement Research, Stewardship, Advancement Information Services, Donor Relations Officers, Alumni Relations, etc. for the purpose of updating and maintaining records and receiving & acknowledging gifts.
• Stay current on industry technology, data management practices and tax/legal issues related to gifts processing and constituent records.
• Function as the main lead in interacting and coordinating donations and payments with the University of Manitoba Foundation USA.
• Manage all supporting information for Manitoba Scholarship and Bursary Initiative (MSBI) and final reporting to the province for annual funding.
• Supervises documenting and maintaining gift acceptance procedure and standards.

Skills

Advanced Excel

MS Word

Outlook mail merges

Raiser’s Edge

Project management

Staff supervision

Fundraising knowledge

CRA guidelines

Records management

Privacy legislation

Relationship building

Finance/accounting

Education

Bachelor’s degree

Tools

Blackbaud Net Community

MS Excel

Raiser’s Edge

Job description

University of Manitoba is seeking a Donor Relations professional to lead Gift Processing, Records, and Stewardship activities. You will supervise staff, ensure compliance with CRA guidelines, and coordinate with External Relations on donor systems and online donations.

The role requires strong finance, project management, and data management skills, with experience in a fundraising environment. A Bachelor’s degree is required. United in Winnipeg, the team offers a dynamic, fast-paced setting.