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Job Details

Job Number:  58017
Gift Administrator
Job Posted: Wednesday, 2 October 2019
Closing Date: Monday, 14 October 2019
(10 days ago)
Queens University
Region: Eastern Ontario Type: Contract - Full time
Location: Kingston Salary: (not entered)

Reporting to the Associate Director, Gift Services the Gift Administrator provides an advanced level of organizational, financial and administrative support and coordination duties for the Gift Services unit, including gift processing, preparing tax receipts, financial donor reporting and analysis, and reconciliations.  The incumbent works with the Advance database and is responsible for carrying out complex tasks associated with data entry, administration and analysis while maintaining the integrity of the Advance database as it relates  to alumni, donors and organizational records.


This position requires a customer-focused individual with sound judgement and good people skills who enjoys working with others and thrives on a wide variety of detail-oriented administrative and financial work requiring a high level of attention to detail and accuracy.



  • Enters and maintains financial and bio-demographical records for all donors of the university into the Advance database. Provides accurate and timely entry of all gifts and pledges directed to the university into the Advance database system; prepares tax receipts according to Canada Revenue Agency Charity Division guidelines; balances and reconciles cash against system batches; and prepares bank deposits in support of the Office of Advancement’s mandate. Accountable for accurate entry with strong attention to detail.
  • Reviews all incoming gift, grant and sponsorship revenue to apply coding for entry into the Advance Gift Ledger in compliance with pre-determined business rules. Liaises with the Associate Director, Annual Giving, as appropriate to review coding procedures and direct anomalies.
  • With the guidance of the Associate Director, Gift Services and/or the Senior Financial Analyst, determines and verifies in accordance with Canada Revenue Agency Charity definitions and the university’s internal audit practices, the eligibility of donations received for charitable status. Researches and liaises with alumni, donors, fundraising staff and tax authorities on the purpose and designation of the gift. Must exercise strong discretionary skills and have the confidence to question the validity of donations and or allocation.
  • Follows and/or develops specifications to clean-up data in order to accurately support business requirements and information needs. Monitors data integrity, conducts integrity checks and adjusts processes according to defined schedules or as required.
  • Understands the flow of data in all gift programs and interfaces to provide subject matter expertise as it pertains to security and donor confidentiality, as well as increased efficiency in the timeliness and accuracy of entry with respect to reporting periods defined by Financial Services.
  • Works with Associate Director to provide quarterly and annual analysis and reconciliation of Advancement pending funds. Effectively administers the pending fund program with period status reporting to Faculty Development and management.
  • Prepares and reconciles quarterly disbursements to university affiliates.
  • Performs a variety of accounting and bookkeeping duties, with a focus on reconciliations and financial reporting. Works with the Associate Director and the Senior Financial Analyst to reconcile general ledger accounts; balances gift batches (Advance) with bank deposits daily; reconciles modified gifts by general ledger adjustments using journal entries; reviews and resolves surplus/deficit account balances as a result of gift batch entry and reversals/modifications to previously recorded gifts.
  • Develops effective liaison with Advancement colleagues, university staff and faculty, alumni, donors and friends in order to accomplish programmatic goals. Effectively manages inquiries and special requests.
  • Shares expertise, knowledge and provides training on the pledge and gift module of the Advance database both internal and external to Advancement. Guides and instructs university staff on policies with respect to gift acceptance and system availabilities.
  • Provides input to the Associate Director in the review, development and implementation of administrative and financial policies, procedures and guidelines for the department.
  • Participates in special projects as assigned by the Associate Director including researching and gathering data, organizing information into a useable form, disseminating and communicating knowledge, and ensuring ease of access to resources or services.
  • Provides back-up coverage to the Gift Services Assistant and Coordinator, Pledge Management as needed.
  • Undertakes other duties as required in support of the unit and/or department.



  • Three year post-secondary Business Administration Accounting diploma or relevant field.
  • Several years of successful experience working with administrative and financial information management systems, including data entry, synthesizing and organizing financial information, and analyzing business processes; preferably at a university or institutionally relevant fundraising setting.
  • Demonstrated bookkeeping/accounting expertise including monitoring and reconciling financial statements, and financial reporting considered an asset.
  • Advanced knowledge of operating systems including Windows, Microsoft, database programs, PeopleSoft, ERS, FAST Reporting, Advance, and Internet tools for data entry and analysis. An aptitude to learn new software applications is an asset.
  • Familiarity with a broad range of university policies and procedures; sound knowledge of the university’s administrative, financial, academic, and governance structures considered an asset.
  • Knowledge of Canadian charitable tax legislation is considered an asset.
  • Consideration will be given to an equivalent combination of education and experience.



  • Strict attention to detail and exceptional accuracy with an appreciation for the implications of errors for the University and the Office of Advancement with respect to reputation and relationship building.
  • Working knowledge of departmental and university policies and their relevance to gift and pledge processing, preparing tax receipts, and financial donor reporting activities.
  • Analytical, interpretive and problem solving skills to determine reporting, review data, identify and resolve database errors, initiate correction and maximize efficiency. Well-developed research/investigative skills considered an asset.
  • Strong communication, interpersonal and presentation skills to gather information and deliver key messages accurately and clearly. Ability to interpret and articulate guidelines and procedures.
  • Excellent time management and organizational/administrative skills to deal with a consistently high volume of work and juggle conflicting priorities flawlessly, ensuring deadlines are met and accuracy is maintained.
  • Ability to adhere to strict confidentiality, and capable of handling sensitive and/or controversial information with maturity and sound judgement.
  • Diplomacy and tact in dealing with diverse groups of people: university employees, alumni, donors, students, volunteers, and friends. Ability to effectively communicate with all levels of individuals internal and external to the university who interact with the Office of Advancement.
  • Strong customer service focus; ability to meet the needs of a broad range of internal and external audiences both professionally and effectively with a proven ability to establish and maintain effective working relationships with others by working cooperatively to accomplish shared goals and objectives.
  • Flexible, takes initiative and uses resourcefulness to work independently or as part of a team to undertake diverse responsibilities.


  • Provide advice to Office of Advancement staff and university affiliates on appropriate gift acceptance in accordance with established policies. Refers only highly complex cases to senior staff in the unit.
  • Determine the eligibility and designation of payments, pledges, and in-kind goods received for charitable status using strong discretionary skills.
  • Interpret departmental regulations, policies and procedures.
  • Select the best means to find needed information; determine when and to whom to delegate enquiries.
  • Determine appropriate methods and format to use in the evaluation of data and/or compilation of receipts, bank deposit remittal forms, journal entries, Advancement pending funds, reports, letters, and dissemination of information as required. Judge reliability and accuracy of sources of information.
  • Research and recommend technological enhancements to the Advance database.
  • Determine priorities within time constraints of a demanding workload to ensure all deadlines and objectives are met. Decide how best to coordinate time and effort among several tasks.
  • Anticipate, identify, analyze and resolve accounting/database discrepancies within guidelines as they arise, referring only highly unusual problems to the Associate Director.
  • Determine the best way to respond to a variety of inquiries, requests and complaints, with sensitivity and tact, from alumni, donors, faculty, staff and friends; decide when to refer to others to ensure the inquiry is handled promptly. Provide follow-up as needed, ensuring matters are handled to successful conclusion.
  • Determine optimum practices, systems and procedures needed to support the integrity of administrative and financial information management systems and customer service needs of the unit. Recommend efficient procedures, determining process and activities that enhance the department’s function with the university; seek approval and implement changes.
How to Apply
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Contact Details
Queens University
Kingston, ON, K7L 3N6
www:   queensu.ca

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