Gift Processing and Tax Receipting Analyst, VP Development and Alumni

Description

VP Development and Alumni is currently seeking a Full-time Regular Gift Processing and Tax Receipting Analyst.

The Advancement Services unit supports fundraising, alumni engagement, and communications across the University of Calgary through gift acceptance and management, alumni and donor research and prospect services, impact and financial reporting, and data management.

As a member of the Gift Processing and Tax Receipting (GPTR) team within Advancement Services, this position reports to the Manager, Gift Processing and Tax Receipting. The Analyst supports the accurate, timely, and compliant processing and receipting of charitable gifts and contributes to donor stewardship and institutional accountability.

The role operates in a deadline-driven environment with peak periods tied to fundraising activity and regulatory requirements. It involves regular collaboration with colleagues in Development and Alumni and with internal and external stakeholders, including donors and central financial units (e.g., Accounts Receivable, Financial Reporting, Research Accounting). The work is performed across multiple advancement and financial systems, including the constituent relationship management (CRM) system and related online giving and payment platforms.

Inaccuracies in processing or interpretation may have significant consequences for donors, Financial Services, and the reputation of the University. The position requires the consistent application of established policies, procedures, and applicable legislation related to charitable receipting and gift administration.

Summary of Key Responsibilities (job functions include but are not limited to):

Gift Processing \& Tax Receipting - 50%

Outcome: All charitable gifts received by the University are accurately recorded, securely tracked, and processed in compliance with policy and regulation, from receipt through receipting.

• Receive and process charitable gifts received through multiple channels (e.g., online giving, teleâ€`marketing, direct mail, events, workplace giving, corporate matching), ensuring completeness, accuracy, and eligibility for receipting.
• Record, track, and document all gifts received using established intake and control processes, ensuring payments and supporting documentation are logged, safeguarded, and fully traceable throughout the processing lifecycle.
• Enter and maintain donation records in the advancement CRM, ensuring correct attribution (donor, payment method, designation, tribute, matching, and schedules).
• Verify receipting requirements and issue appropriate charitable tax receipts in accordance with University policies and applicable Canada Revenue Agency (CRA) regulations.

Process recurring payments (credit card and EFT); manage declines, expiries, and non-sufficient funds (NSF) by contacting donors through approved channels and documenting outcomes in accordance with established procedures. * Prepare receipt delivery (electronic and/or print) in alignment with service standards and donor preferences. * Complete and submit corporate matching gift documentation to external organizations, as required. * Review fundraising initiatives, including online campaigns, crowdfunding, and event-related giving, to ensure gifts can be processed and receipted appropriately and in alignment with University guidelines and regulatory requirements. * Administer user access to approved third-party donation and payment platforms as directed; retrieve, review, and import transaction data into the CRM, ensuring data integrity. * Support the processing of donations and registration fees associated with events by reviewing required information and confirming readiness for gift processing purposes. * Handle confidential donor and payment information in accordance with University policies, privacy requirements, and payment-handling standards.

Financial Controls \& Reconciliation Support - 20%

Outcome: Gift records entered by the Analyst align with financial system data, and discrepancies are identified, investigated, and clearly documented.

• Reconcile individual gifts and transactions entered into the CRM against corresponding financial records.
• Identify, investigate, and document discrepancies between the CRM and PeopleSoft Financials, including locating and validating appropriate journal information.
• Provide explanations and supporting documentation for variances, suspense items, or exceptions, as requested by the GPTR Manager.
• Support reconciliation, audit, and review activities by providing transaction-level detail and documentation.

Stakeholder Service \& Advisory - 20%

Outcome: Donors and University stakeholders receive timely, accurate information and guidance related to gift processing and receipting.

• Respond to inquiries from donors, faculties, departments, and central administrative units regarding gift receipt, processing status, receipting, and documentation.
• Provide guidance on the receipting and processing implications of fundraising activities (e.g., events, tributes, crowdfunding) in accordance with University policy and CRA regulations.
• Refer complex, exceptional, or higher-risk scenarios to the Senior Analyst or GPTR Manager for review and direction.
• Liaise with Development and Alumni partners (e.g., Annual Giving, Strategic Events, Data teams) to support fundraising initiatives and donor stewardship efforts.

Process Improvement \& Operational Support - 10%

Outcome: GPTR processes remain effective, compliant, and responsive to operational needs.

• Identify recurring issues or inefficiencies in intake, processing, or tracking practices and propose improvements to enhance accuracy, timeliness, and control.
• Contribute to the development, maintenance, and updating of GPTR procedures and documentation in collaboration with the GPTR Manager and team members.
• Support unit initiatives and peak-period activities (e.g., Giving Day, calendar and fiscal year-end), and perform related operational duties as assigned in support of GPTR priorities.

Qualifications / Requirements:

The successful candidate will possess the following education, experience, and expertise:

• University degree with a concentration in Business, Accounting, Finance, Operations, Information Systems, or a related discipline, or an equivalent combination of education and relevant experience.
• Three to five (3-5) years of experience in a related role, such as banking, accounting, financial administration, advancement services, or a similar environment involving regulated financial transactions.
• Demonstrated knowledge of general accounting principles, with a working understanding of Canada Revenue Agency (CRA) regulations related to charitable donations and receipting.
• Experience working with large datasets and enterprise systems; experience with advancement databases (e.g., CRM systems) and financial systems (e.g., PeopleSoft) is considered an asset.
• Strong proficiency with Microsoft Office applications, particularly Excel, to support data analysis, reconciliation, and reporting.
• Experience handling financial transactions and reconciliations in a high-volume, accuracy-driven environment.
• Ability to organize and prioritize work effectively in a deadline-driven environment with changing priorities.
• Strong written and verbal communication skills, with the ability to provide professional service and guidance to internal stakeholders.
• Ability to work both independently and collaboratively as part of a team.
• Knowledge of University policies, procedures, or experience in a post-secondary or non-profit environment is considered an asset.

Application Deadline: October 9, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People \& Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.