Gift Adminstrator and Donor Specialist

Department: Advancement Services
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

Alumni Affairs & Development (AA&D)’s purpose is to maximize philanthropic support for the University of Guelph’s mission of creating unique solutions for the challenges facing our world.  We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph ‘s work. As a member of this campus-wide team, the Gift Administrator & Donor Specialist epitomizes the department’s shared values of respect, empowerment, integrity, appreciation, and forward focus.

The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University’s recent fundraising growth so that AA&D becomes a team that consistently raises $ 75 M a year by 2030 (a record $ 55M was raised in FY24/25). By aligning donor passions with the university's ambitious goals, the campaign will boost revenue, elevate the university's global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community. Institutional leaders and volunteers will be highly engaged in advocating for the university's global impact and the vital role of philanthropy in achieving this vision

Duties and Responsibilities

The Gift Administrator & Donor Specialist, is a key member of the Gift Processing and Records team, and is a unique and essential role across campus in processing gifts and producing charitable donation receipts for the University, ensuring compliance with CRA (Canada Revenue Agency) standards and the University’s Board of Governors gift acceptance policies.

Reporting to the Finance Manager, Gift Processing & records, the Gift Administrator & Donor Specialist is responsible for: 

• Prompt and accurate processing and compliance risk assessment of complex and up to multi-million dollar donations (cheques, cash, credit cards, online donations, shares, gifts in kind, direct deposits, pre-authorized payments, payroll deductions),
• Pledges and recurring gifts for the University of Guelph in a timely fashion, using Blackbaud CRM and Luminate Online (online e-communication/e-commerce) databases, including Pet Trust tribute gifts and the Vet Clinic program payments
• AA&D’s annual processing of gifts (based on a three (3) year average) entails entering on average 25,000+ gifts and 300+ pledges/recurring gifts from 10,000+ donors. The three (3) year average value of these donations is approx. $45+ million. Donations vary from $2.00 to $21 million
• Producing acknowledgement letters to donors and sponsors, and for preparing and sending tribute letters and ecards as well as coordinating with external third-parties the printing and mailing tribute letters
• Maintaining precise records of several reports from various computer systems used on campus for University reporting and Canada Revenue Agency (CRA) standards for auditing
• Assisting the internal and external auditors and providing all the documentation requested for auditing, and this requires advanced judgment in understanding the nature of these requests, and the level of documentation required
• Working closely with AA&D Records Staff to ensure the personal information of the University’s donors and alumni are maintained and esuring compliance with privacy regulations of the University and our related Governments in reviewing any requests to release confidential donor information. This requires advanced decision making and analysis, to assess the level of risk, compliance regulations and escalate requests when necessary 
• Providing first line of support in communicating in person, by phone, and via electronic and regular mail with donors (individuals and corporations), including some of the most important donors to the University, AA&D staff, and employees throughout the University Campus

Requirements

The university recognizes that no one individual will have the following skills/experience in equal

measure but the qualifications below will be used to assess the suitability of candidates throughout the process:

• 2 year college diploma in Bookkeeping or Accounting is required (non-profit gift processing role equivalent experience considered)
• At least 3-years experience in a gift processing role in a non-profit/fundraising environment or experience auditing with the CRA (or 3+ years in a non-profit treasury related role may be considered if knowledge of CRA guidelines on gifts can be demonstrated)
• Advanced problem solving and technical knowledge skills achieved through on the job experience, requiring proven experience in a non-profit in a similar role capacity
• The Gift Administrator & Donor Specialist must be highly service-oriented, with a strong focus and advanced communication skills to ensure donor satisfaction, as donor communications can be sensitive and require advanced tact and diplomacy in written and oral communication
• Experience in risk management, compliance, treasury and conflict resolution. 
• Ability to exercise judgement and tact
• Advanced communication and interpersonal skills
• Aptitude for accurate and timely data entry, attention to detail, excellent computer skills, and organizational skills for prioritizing work
• Ability to utilize several different systems on campus e.g., Financial Reporting System (FRS), Microsoft Office Suite, Perceptive Content, BlackBaud CRM, Oracle, Vet Clinic Portal, Luminate Online, etc.
• Demonstrated advanced problem solving and technical knowledge skills achieved through on the job experience, requiring proven experience in a non-profit in a similar role capacity.

   

Please include a cover letter along with your resume in your application. 

Why choose the University of Guelph

• Comprehensive Extended Health Care Benefits: Immediate enrollment in extended health to cover yourself and your family
• Time off: Strong vacation allocation, floater days, and paid time off during the December closure to ensure that you are at your best
• Wellness: In addition to extensive wellness programming, the University offers a yearly flexible spending credit that can be allocated to any of the following: Health Spending, Wellness or Professional Development
• Learning & Development: Learning and development curriculum and other professional growth opportunities
• On-campus Activities: Discounts on food and apparel, fitness programming, access to networking events and team building opportunities
• Improve Life: Work that directly impacts a brighter future by turning knowledge into action

The university provides a flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus)

Employee Type: Regular 
Position Number: 10923960 
Classification: USW, Local 4120 Salary: Band 5  
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/08/2025  
Closing Date: 10/15/2025