The world is changing. It needs our collective integrity and precision to ensure meaningful contributions make a lasting impact. And the University of Victoria (UVic) is ready. Inspired by and honouring place, we are a community-minded, globally engaged university where we transform ideas into meaningful impact. Advancement Services supports this work behind the scenes, providing the operational backbone for all fundraising and alumni engagement activity within the Alumni and Development portfolio.

Reporting to the Senior Manager, Gift Services and Compliance, the Gift Services Officer plays a key role in the accurate processing, receipting, and reconciliation of charitable donations to UVic. The role also supports gift agreement administration, works with donor-endowed and restricted funds, and ensures contributions are handled in accordance with regulatory standards and donor intent.

This position is part of a collaborative, high-performing team focused on transparency, accuracy, and continuous improvement. Extensive training will be provided to support the successful candidate in learning UVic’s systems, policies, and procedures.

About Gift Services:
Gift Services is a core team within Advancement Services. We process over $35 million in donations annually—ranging from gifts-in-kind to securities and estate contributions—while overseeing gift agreements, donation compliance, and gift financial reconciliations. Our work ensures every contribution to UVic is managed accurately, ethically, and with long-term impact in mind.

About the position:
The Gift Services Officer supports the full donation lifecycle, including data entry, receipting, financial reconciliation, and compliance with CRA, IRS, and PCI standards. The role balances time between detailed data entry and broader responsibilities such as reconciling donations, supporting reporting, working with donor-endowed and restricted funds, and responding to internal inquiries. It also serves as a resource to colleagues on donation records, receipting, and donor intent.

*Posting is ongoing until filled, but application review will commence on July 7, 2025*

*This position is eligible for a Hybrid Work Arrangement*

The salary range for this position is:

• Recruitment range:  $69,052- $76,129 starting salary determined by the PEA Collective Agreement.
• Performance range: $89,791 salary range ceiling is available through annual performance increases.

Mandate:
The Gift Services Officer is responsible for ensuring accurate entry, processing, receipting, and reconciliation of charitable donations to the University of Victoria, with a focus on more complex transactions and financial records. The role acts as a liaison between Advancement and Financial Services to reconcile financial records, uphold compliance, and ensure the proper administration of endowment and restricted funds in line with donor intent and regulatory guidelines.

Objectives:

• Ensure the accurate processing and receipting of charitable donations, including securities donations, Gifts-in-Kind and gifts to UVic’s affiliate Foundations.
• Monitor and report on endowed and restricted funds, verifying alignment with donor intent, financial policies, and university procedures.
• Collaborate with Finance, Donor Relations, and other Advancement teams to ensure accurate reconciliation, fund reporting, and donor stewardship.
• Maintain robust internal controls and support regulatory and audit requirements related to philanthropic revenue.
   

This position requires a level of education, training, and experience equivalent to an undergraduate degree or college diploma in business, accounting, finance or a related field, plus a minimum of 5 years of relevant in donation processing or financial reconciliation in a non-profit or charitable environment. An equivalent combination of education, training, and experience will be considered.

Knowledge, skills, and abilities include:

• Experience with end-to-end donation processing, including complex and non-cash gifts.
• Familiarity with fund compliance, CRA and IRS receipting regulations, PCI standards, and internal gift acceptance policies.
• Demonstrated ability to interpret and apply accounting codes and financial reconciliation practices.
• High attention to detail, accuracy, and ability to manage confidential donor and financial data.
• Strong organizational skills with proven ability to manage competing priorities in a deadline-driven environment.
• Excellent analytical, problem-solving, and critical thinking skills.
• Advanced skills in Microsoft Office, particularly Excel.
• Proficiency with fundraising CRMs such as Raiser’s Edge NXT, and financial systems like FAST.
• Strong communication skills, with the ability to convey complex information.
• Experience creating reports, and other documents for various audiences.
• Ability to build effective working relationships across departments and with stakeholders at all levels.
• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Demonstrated ability to make independent decisions in high-stakes or time-sensitive situations involving donor intent, fund compliance, and receipting, with awareness of legal and reputational risk.
• Ability to provide guidance and training to colleagues on gift compliance, and donation processing in a collaborative team setting.

Assets:

• Experience in higher education and/or a complex charity/ non-profit environment.
• Understanding of fundraising principles, endowment fund administration, and donor engagement practices.