Gift Administration Officer - AA2 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 52,000 - 74,000; Full time

Job summary

University of Manitoba is seeking a Gift Administration Officer - AA2 (AESES) in Donor Relations to support major gift administration and donor stewardship. The role emphasizes documentation, agreement drafting, and compliance with CRA and university policies.

The incumbent will collaborate with legal counsel, treasury services, and faculty partners, coordinating from initial discussions to full execution. A relevant undergraduate degree and donor-relations experience are required, with project

Qualifications

• Undergraduate degree in business administration or related discipline is required.
• Two years of donor relations/administration experience required; knowledge of endowment funds is needed.
• Experience with financial systems in large organizations and understanding complex regulations is required.
• Experience in donor databases and stewardship is an asset.

Responsibilities

• Prepare gift agreements with Donor Relations Officers, legal counsel, and faculty partners ensuring CRA compliance and University policies.
• Gather deed of gift and appraisal docs for gift-in-kind materials with Art Collections Committee and campus partners.
• Manage information flow for donor relations officers to submit gift agreements.
• Implement tracking for new agreements from initial discussions to execution.
• Provide leadership with evidence-based recommendations on gift agreements and terms of reference.

Skills

Attention to detail

Time management

Project management

Customer service

Written & verbal communication

Discretion & confidentiality

Teamwork

Digital proficiency

Education

Undergraduate degree in business administration

Project management (PMP) as asset

Tools

Raiser’s Edge

Job description

Gift Administration Officer - AA2 (AESES)

Gift Administration Officer - AA2 (AESES)

Donor Relations

Position number: 25993

Date posted: September 14, 2026

Job details

Gift Administration Officer - AA2 (AESES)

Existing Project Full-Time (Budget Funded)

Full-time: Yes

Permanent: No

Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $28.83 to $40.63 per hour ($52,470.60 to $73,946.60 per annum)

Appointment Dates November 2, 2026 to April 28, 2028

840 hours worked

For more information please contact: Marie-Christine Beaulieu - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Undergraduate degree, preferably in business administration or a related discipline, is required.
• Additional degrees or certifications in related disciplines, such as project management (PMP) are considered an asset.

EXPERIENCE:

• A minimum of two years of directly related experience in donor relations and administration required, preferably in higher education or a comparably complex organization.
• Demonstrated knowledge of endowment funds or other investment funds is required.
• Experience working with financial systems in large, complex organizations is required.
• Experience following, adhering to, and understanding complex regulations and legal requirements is required.
• Experience in project management is an asset.
• Experience working with a donor database is an asset, preferably in Raiser’s Edge.
• Related experience in stewardship and donor relations is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong attention to detail, with the ability to produce high-quality, accurate materials for senior leadership, is required.
• Excellent organizational and time-management skills, with the ability to manage competing demands and meet deadlines, is required.
• Excellent project management skills, with the ability to plan, coordinate, and advance multiple projects simultaneously, is required.
• Excellent customer service and relationship-building skills, with the ability to establish and maintain positive relationships with diverse stakeholders, are required.
• Excellent verbal and written communication skills, with the ability to communicate effectively with external partners, leadership, and other stakeholders, are required.
• Sound judgment in recognizing when to seek assistance, consult with others, or elevate issues to a supervisor as appropriate, required.
• A high degree of discretion and professionalism in handling confidential information related to donors and the university is required.
• Ability to work effectively both independently and as part of a team is required.
• Flexibility and adaptability in responding to changing priorities and taking on additional responsibilities as needed is required.
• Digital proficiency and a willingness to adopt and implement new technologies is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Gift Documentation Administration

• Prepare all gift agreements in collaboration with Donor Relations Officers, legal counsel, donor stewardship and faculty partners, ensuring compliance with CRA requirements, University policies, and best practices
• Gather necessary deed of gift and appraisal documentation for gift-in-kind materials in conjunction with the Art Collections Committee and other campus partners
• Manage the process for Donor Relations Officers to submit required information for gift agreements
• Implement tracking system for new agreements from initial discussions to full execution
• Provide evidence-based recommendations to leadership and other stakeholders on updates to standard agreements
• Distribute all fully executed gift agreements to faculty partners, legal counsel, donor stewardship and treasury services, ensuring all systems are up to date
• Collaborate with fundraisers and Financial Aid and Awards to create terms of reference for student awards outside of the terms of reference builder
• Create templates for terms of reference for donor funded initiatives outside of student awards, and prepare custom versions where required
• Advise colleagues on best practices for gift agreements and terms of reference
• Stay up to date with best practices in gift administration, CRA guidelines, and other relevant standards
• Ensure existing terms of reference are shared with relevant campus partners and stored accordingly
• Responsible for initiating workflow for new fund requests for annual awards, capital and specific trusts, long-term trusts and endowment funds
• Consult with fundraisers, business managers, and treasury services as needed to ensure the fund type supports the goals of the initiative
• Ensure all new funds have terms or reference and/or gift agreements in progress
• Identify opportunities for efficiencies and synergies in new fund establishment and documentation process
• Collaborate with Business Managers and Finance Officers on any matters relating to new funds
• Work with gift fulfilment team to understand financial stewardship processes and provide back-up support as needed
• Perform other related duties as assigned.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [e-mail] or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.