Donation Processing Assistant

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has a term length of 18 months.

Location - This role is in-person. Work primarily takes place at Enterprise Square.

Reporting to the Program Lead, Gift Acceptance & Processing, the Donation Processing Assistant is an integral member of the Gift Processing Team within the Office of the Recording Secretary, supporting the accurate and timely acceptance, handling, and processing of charitable donations received by the University of Alberta.

The position is primarily responsible for receiving, recording, safeguarding, and depositing cash and cheque donations in accordance with established internal controls and university policies and procedures. Key activities include preparing and reconciling deposit documentation, maintaining accurate transaction records, coordinating bank deposits, and ensuring proper handling and retention of supporting documentation.

The Donation Processing Assistant also supports routine gift processing activities, including compiling donor information for online donations, assisting with donor records and gift allocations, responding to duplicate tax receipt requests, and providing general administrative support to the Gift Processing Team.

Working collaboratively with team members and internal stakeholders, this position contributes to efficient daily operations, accurate financial recordkeeping, and the timely processing of donations that support the university's fundraising initiatives.

Responsibilities

• Donation Receiving and Depositing: Receive, review, and safeguard incoming cash and cheque donations, verify supporting documentation, prepare deposit records, and coordinate bank deposits in accordance with established internal controls and university procedures.
• Deposit Tracking and Reconciliation: Maintain accurate transaction and deposit logs, match payments with supporting documentation, verify deposit totals, and assist with reconciling donation records.
• Document Management and Mail Handling: Open and distribute incoming mail, prepare outgoing correspondence, scan and file donation documentation, and maintain records in accordance with university retention requirements.
• Routine Donation Processing: Assist with processing routine and non-complex donations, including online gifts, creating and updating donor records, and supporting gift allocation setup in the university's advancement system.
• Donor and Administrative Support: Monitor departmental email accounts, respond to routine donor and internal inquiries, prepare duplicate charitable tax receipts, and provide general administrative support to the Gift Processing Team.
• Operational Support and Quality Control: Assist with reviewing donation documentation for completeness and accuracy, identifying discrepancies, following up on missing information, and supporting daily gift processing operations and other assigned activities.

Qualifications

• High school diploma.
• Minimum of one year of experience in an office or administrative environment.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong attention to detail and accuracy, with the ability to maintain financial records, documentation, and transaction logs.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Ability to work independently, exercise sound judgment, and collaborate effectively within a team.
• Strong interpersonal and communication skills, with a demonstrated commitment to providing excellent customer service.
• Working knowledge and understanding of Freedom of Information and Protection of Privacy (FOIP) requirements and the importance of maintaining confidentiality.
• Experience handling cash, cheques, preparing deposits, or reconciling financial transactions.
• Previous experience in a registered charity, banking, financial processing, or donation processing environment is preferred.
• Experience using PeopleSoft, Ellucian Advance, or similar financial and donor management systems is preferred.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms - physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

A career in Development and Alumni Relations at the University of Alberta positions you as a key player in creating this future. Bring your passion for relationship building and your belief in the power of philanthropy to the University of Alberta, and help deepen our dedication to excellence and extend our record of public leadership by playing a lead role in building a better province, a better Canada, and a better world.