Senior Officer, Gift Processing

University of Ottawa; Ottawa; On-site; CAD 68,000 - 86,000; Full time

Job summary

The Gift Processing team at the University of Ottawa is seeking an experienced staff member to manage daily gift processing activities on a 35-hour work week. You will ensure accurate data entry, maintain donor records, and coordinate with Finance to issue appropriate receipts and deposits.

Reporting to the Gift Processing Manager, you will handle complex gifts, ensure database integrity, and support internal controls and compliance with CRA regulations. Fluency in English and French is required.

Qualifications

• Advanced knowledge of accounting practices.
• Minimum 3 years in a similar role.
• Bilingual French and English required.
• Experience with donor databases (Raiser’s Edge) considered asset.

Responsibilities

• Process gifts and ensure donation data accuracy.
• Maintain database integrity and validate gift information.
• Prepare batches for processing and reconcile deposits.
• Ensure timely issuance of tax receipts per CRA rules.
• Monitor gift payments for irregularities and maintain internal controls.

Skills

Bilingual: French & English

Accounting knowledge

Data entry accuracy

Attention to detail

Education

Postsecondary studies in accounting or related discipline

Tools

Raiser’s Edge

Job description

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): N/A

Job Family: Advancement and Alumni Relations

# of Open Positions: 1

Faculty/Service - Department: Gift Processing

Campus: Main Campus

Union Affiliation: SSUO

Date Posted: 2026/10/22

Applications must be received BEFORE 2026/11/02

Hours per week: 35

Salary Grade: SSUO Grade 08

Salary Range: $68 149,00 - $86 083,00

University Advancement plays a pivotal role in fostering meaningful connections between the University and its alumni, donors, and partners. Our team is dedicated to advancing the University's mission by securing philanthropic support, engaging with our vibrant alumni community, and building partnerships that drive innovation and excellence. Through strategic initiatives and collaborative efforts, we help shape the future of the University, ensuring that it continues to thrive as a leading institution of higher education and research. Together, we empower our students, faculty and researchers to make a lasting impact on the world.

• This position is not eligible for telework **

Position purpose:

Reporting to the Manager, Gift Processing, the incumbent plans and coordinates the operational activities of the Gift Processing Office, including financial transactions and internal controls, in order to provide support and advice to managers and to ensure that policies and procedures are well understood and properly implemented. Coordinates the donor acknowledgement process and contributes to database integrity and accuracy of gift details and biographical information. Checks donor accessible funds to identify irregular spending patterns.

In this role, your responsibilities will include:

• Processes gifts in support of the fundraising team’s philanthropic efforts. Scrutinizes all gifts and solicitation/pledge forms received to ensure that information is valid and accurate. Enters data on complex gifts which require particular attention.
• Maintains database integrity by checking for irregularities among gift payments and among the biographical information submitted with gifts. Monitors the accuracy of the gift information entered by other staff members, performs validation queries and implements corrective measures when inconsistencies are detected.
• Prepares and processes batches to efficiently process several donations at once (fundraising events, crowdfunding, third party solicitations, monthly donations through payroll deduction, pension plan deductions, direct debit by banks and major credit cards).
• Deposits all monies (cheques, cash or credit card payments) while following appropriate University procedures and internal controls. Produces and reconciles deposit reports (using financial system ledger) that are submitted with cash and cheques to Financial Services.
• Ensures tax receipts are issued in a timely manner based on gift receipt eligibility as indicated by the Canada Revenue Agency.

What you will bring:

• Advanced knowledge of accounting practices normally acquired through postsecondary studies in a related discipline, or an acceptable equivalent combination of education and work experience
• Minimum 3 years of demonstrated experience in a similar role
• Spoken and written proficiency in both official languages (French and English)
• Strong organizational skills and ability to set priorities
• Ability to take responsibility and to work independently
• Excellent customer service and good interpersonal skills
• Ability to work well as a team member
• Knowledge of philanthropic databases (Raiser’s Edge) considered an asset
• Knowledge of Canada Revenue Agency rules and regulations on charities
• Office experience in using word processing, spreadsheets and databases
• Very close attention to detail to ensure highly accurate data entry and analysis
• Ability to understand and follow directions and explain complex policies and procedures
• Good judgment and ability to use sensitive and confidential information appropriately

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa:

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position:

The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.