Position Overview
The Office of Advancement is currently seeking a Full-time Limited Term Online Specialist, Gift Processing and Tax Receipting for approximately 24 months.
This position reports to the Manager, Gift Processing and Tax Receipting, and will ensure the alignment of all new online campaigns with accounting rules, University guidelines, and other external regulations. This includes the completion and processing of received online donations under minimal supervision. This position will approve new crowdfunding campaigns and new online event pages based on their extensive knowledge of the university guidelines, accounting rules and CRA regulations. Working in partnership with donors, faculties, departments and stakeholders across Advancement, the Online Specialist will also ensure that donations received by the University of Calgary are accounted for in accordance with the policies of the University and the Canada Revenue Agency.
This position provides guidance and information to university stakeholders by sharing expertise, applying knowledge, and making recommendations to the GPTR Manager, Director of Gift Processing and Compliance, and various other contacts across the institution. The Online Specialist is responsible for the accurate entry and maintenance of donation records in both the Customer Relationship Management system (CRM) and PeopleSoft Financial modules.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Processes all tele-marketing and online donations received by the University of Calgary.
- Verifies and processes online transactions for event registrations.
- Ensures donations are entered in the CRM system with the appropriate records for projects and accounts. Verify donations are entered with correct donor, payment schedule, amounts and designations.
- Responsible for importing data from other online donation tools to the CRM system.
- Coordinates with the Annual Giving team for the efficient operation of Giving Day, crowdfunding, and tribute giving campaigns.
- Responsible for processing monthly/recurring credit card donations.
- Coordinates the set-up of online registrations for events in collaboration with the Data and Strategic Events teams.
- Maintains the accounts for 3rd party portals, including access to the portals, downloading transaction reports, and the creation and administration of user profiles.
- Actively participates in the reconciliation and management of financial records related to Advancement Services’ activities.
- Maintains templates for tax receipts and other related correspondence.
- Maintains donor records through the accurate entry of personal and donation information.
- Answers inquiries from donors and resolves donor concerns by communicating with other teams and departments (e.g., Annual Giving, Accounts Receivable, Data, Stewardship).
- Contacts donors to update credit card information via phone or mail and identifies write-offs for monthly credit card transactions for lapsed donors.
- Represents the Gift Processing team, and collaborates with other units (e.g., Annual Giving, Communications), for matters pertaining to the online presence of Advancement for the University.
- Provides expertise and knowledge to internal and external stakeholders for queries that pertain to the processing of online donations received by the University of Calgary, in accordance with CRA regulations.
Qualifications / Requirements:
- University Degree with a concentration in Business, Business Analytics, Technology Management, or other related fields.
- Minimum 2 – 3 years’ experience working in a related position.
- Experience working with large databases. Specific experience with BBCRM, BBIS and/or Peoplesoft is considered an asset but not essential.
- A combination of experience, training, and education will be considered.
- Strong knowledge of Microsoft Excel and other Microsoft Office applications.
- Excellent Customer Service Skills.
- Ability to work in a high-volume environment with frequent interruptions and changing priorities.
- Ability to learn and adapt to new systems and technology.
- Ability to prioritize and organize work, handle multiple assignments and meet deadlines.
- Ability to work both independently and as a member of a team.
- Experience working in a non-profit environment is an asset.
Application Deadline: July 21, 2022
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.