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Donation Processing Assistant

University of Alberta
Edmonton, CAN
Full-time
Junior · 1+ years experience
Onsite
Discovered 6 days ago

Full Job Posting

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.

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.

Preferred Qualifications

  • 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.

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