Donor Relations

Vice-President (External)

Position number: 35086

Date posted: October 27, 2026

Job details

Supervisor, Gift Processing, Records & Fulfilment- AA4 AESES

Existing Project Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

No

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$32.25 to $45.94 per hour ($58,695.00 to $83,610.80 per annum)

Appointment Dates

January 4, 2027 to August 14, 2028

Trial/Probation period:

840 hours worked

For more information please contact: Marie-Christine Beaulieu - [email protected]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- University Bachelor’s degree required.

EXPERIENCE:

- Four years of directly related administrative experience is required, preferably in a fundraising environment.
- A minimum of two years of directly related experience required, in stewardship, gift fulfilment or compliance preferably in higher education or a comparably complex organization.
- A minimum of four years of progressive experience with finance/accounting and/or contract administration preferred.
- Advanced knowledge of Microsoft Excel as well as MS Word and Outlook mail and email merges is required.
- Demonstrated “power user” experience with a relational database system for processing donations is required. Blackbaud’s Raiser’s Edge is preferred.
- Experience project managing complex projects required.
- Demonstrated background in supervising support staff in a high-volume information processing setting is required.
- Demonstrated knowledge of fundraising and gift acceptance best practices preferred.
- Demonstrated knowledge of Canada Revenue Agency guidelines for charitable donations preferred.
- Demonstrated knowledge of principles of records management and accounting, or advanced bookkeeping preferred.
- Knowledge of privacy legislation in a non-profit environment, particularly The Freedom of Information and Protection of Privacy Act (FIPPA), The Personal Health Information Act, and Canada's Anti-Spam Legislation preferred.
- Knowledge of University policies and procedures as they related to records management, accounting, and gift acceptance preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Superior oral and written communication skills, with the ability to provide advice, and develop and present complex informational materials, are required.
- Superior customer relations, conflict resolution and objection handling skills are required. Excellent interpersonal skills demonstrating a high degree of tact and diplomacy are required.
- Demonstrated ability to take initiative and move projects from conception to completion required. Excellent analytical and interpersonal communication skills are required to interact with diverse constituencies and develop collaborative working relationships needed to accomplish organizational goals.
- Must be highly organized. Accuracy is essential, extreme attention to detail critical.
- Ability to work both autonomously and as part of a team in a large, complex, dynamic and sophisticated environment is required.
- Excellent project management skills required, including organizing resources, working effectively with colleagues to achieve goals, prioritizing and advancing multiple projects simultaneously.
- Research skills, ability to use and extrapolate information from both online and internal sources required.
- Must be digitally savvy with a desire to adopt and implement new technologies.
- Strong leadership capabilities, excellent judgement and decision-making abilities, ability to interpret and evaluate policy and procedural requirements required.
- Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of academic and administrative staff.
- Demonstrated ability to supervise the work of other employees is required.
- Demonstrated ability to apply specialized knowledge to problem solve and develop recommendations without referral is required.
- Ability to plan, organize, coordinate and establish work priorities and deadlines, and review work for accuracy is required.
- Ability to establish and maintain effective working relationships with various levels of internal and external contacts is required.
- Must maintain confidentiality regarding sensitive matters.
- Must respond promptly to customer needs and solicit customer feedback to improve service.
- Must be able to give and welcome feedback: exhibit objectivity and openness to the views of others.
- Must create a can-do climate and approaches others in a pleasant and upbeat manner.
- Must uphold a high standard of ethics and act with honesty, fairness, objectivity and responsibility and encourage others to adhere to the same standard; perform duties in accordance with all relevant laws, regulations and technical standards.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Unit Management

- Supervises the development, management and process improvement of the Gift Processing and Records functions in Donor Relations.
- Supervises the gift fulfilment, gift compliance and endowed fund reporting program for donor supported Trust and Endowment Funds.




- Supervises the Awards and Funds Stewardship program.
- Demonstrates specialized knowledge of Canada Revenue Agency requirements to ensure effective program management in accordance with applicable guidelines.
- Ensures that competent and qualified incumbents exist in all positions by:
- Recommending filling of vacant positions, creation of new positions and the discontinuance of redundant positions.
- Acting as member of the Selection Committee for vacant positions.

- Collaborates with External Relations team members to ensure the development of e-solutions that will enhance the overall effectiveness and efficiency of External Relations as a whole.
- High level systems and personnel oversight of gift processing services.
- Prepares an annual plan outlining goals and objectives of the Gift Processing, Records, Gift Fulfilment and Stewardship units and tracks the ongoing performance of these units to ensure accomplishment of the plan.
- Maintains and ensures complete and current documentation on gift and records processes, data entry guidelines and gift fulfilment processes. Designs workflow and business process analyses; writing procedures, preparing documentation and the design/delivery of training.
- Reviews gift and biographical reports generated by Advancement Information Services and the Gift Processing and Records staff for clarity and adherence to reporting standards, completeness, and accuracy.
- With Advancement Information Services, co-manages the online donation form (Blackbaud Net Community and NXT Forms); responsible for its integration and use within Gift Processing and Records.
- Maintain statistics on gift processing and records activities.
- Identifies, and on occasion, develops and leads projects department-wide, in order to develop new ventures that will advance the level of service provided.
- As intra-departmental system integration requirements are identified or change, work with external departments and potentially IT staff and/or other staff within the department, determining appropriate course of action to meet the identified requirements, and ensur changes are implemented so integrations can continue to operate.
- Ensure that the software and hardware is available and appropriate to meet the needs of the records, gift processing and gift fulfilment teams.
- To ensure appropriate software is available, the incumbent must be aware of applicable existing database capabilities, as well as campus-wide software to ensure that staff have licenses and training to use external software as required.
- The incumbent must keep abreast of new developments as it relates to database capabilities and ensure effective implementation as appropriate for Gift Processing and Records team.
- Work effectively with Advancement Information Services to develop new practices, reports, and procedures.
- Works with other units to coordinate the activities of interrelated work groups, i.e., Advancement Research, Stewardship, Advancement Information Services, Donor Relations Officers, Alumni Relations, etc. for the purpose of updating and maintaining records and receiving & acknowledging gifts.
- Stay current on industry technology, data management practices and tax/legal issues related to gifts processing and constituent records.
- Function as the main lead in interacting and coordinating donations and payments with the University of Manitoba Foundation USA.
- Manage all supporting information for Manitoba Scholarship and Bursary Initiative (MSBI) and final reporting to the province for annual funding.
- Supervises documenting and maintaining gift acceptance procedure and standards.

Staff Supervision

- Hires, trains, supervises and evaluates the performance of staff, ensures cross training where appropriate.
- Supervise with a high level of autonomy a team responsible for gift administration, gift fulfilment, recording and maintaining financial transaction data, critical biographic and business records.
- Distribute work responsibilities and prioritizes tasks to staff to ensure an efficient production level is maintained and workloads are distributed appropriately.
- Identify current and long-term development/training needs of individuals and groups, including technical and interpersonal skills, and provide or facilitate access to appropriate learning opportunities. Assist in developing an annual training plan for self and team.
- Trains and supervises student positions and oversees lost alumni tracing activities to ensure compliance with privacy legislation.

Awards & Funds

- Develops and implements strategies, procedures, and plans for the endowed fund reporting program, ensuring the university is accountable to its 1,900-plus endowment fund donors.
- Subject matter expert in the Manitoba Scholarship and Bursary Initiative (MSBI) for the University of Manitoba and supervises the project management in accordance with government mandated guidelines. (approximately $5M in funding annually)




- Supervises development of award donor communications including annual award reminders and all award recipient lists to donors and other University departments.
- Supervises project management of requests from DROs, Treasury Services, FAA, Faculties on award administration.
- Supervises Gift Documentation Management.
- Supervises Fund Information Maintenance.
- Ensures systematic audits of agreements for active names funds to ensure the accurate monitoring and disbursement of funds.
- Responsible for oversight of regular reports to donors on trust and endowment funds, donations to capital funds, and annual award funds.
- Identification of funds that are being unspent or overspent. Ensures investigation and identification of the cause.
- Project manages research history of named funds without gift agreements or terms of references, or with dated documentation.

Gift Processing

- Manages all aspects of the central gift processing unit for the University, ensure gift information is in accordance with internal/external audit requirements and regulations.
- Ensures establishment, coordination, communication, and proactively maintain and document policies and procedures that adhere to institutional, legislative, and industry best practices relevant to charitable gifts.
- Demonstrates specialized knowledge of Canada Revenue Agency requirements to ensures that charitable tax receipts are issued in accordance with internal policies and procedures. Oversight of deposit, data entry and maintenance of pledges, pledge payments and outright gifts; production of tax receipts and acknowledgement letters; and the pledge payment reminders.
- Supervises all incoming gift documentation, make necessary inquiries on irregular gifts, and prioritize and assign to staff for processing as appropriate.
- Manages functional workflow and output for gift processing staff responsible for the data input of gift records.
- Reconciles a variety of accounting reports as needed and verify regular accounting reports.
- Serves as Donor Relations’ liaison to Treasury, IST, Faculty/Unit and Financial Services staff on gift acceptance, processing, and fund administration.
- Manages donation processing from the University of Manitoba Foundation USA, collaboratively with the Office of the Vice- President (External).
- Monitors, documents and implements as appropriate gift entry needs of all users in the department; as well as other university databases to ensure information management requirements related to gift entry and maintenance are met and data is stored appropriately.
- Specialized knowledge in gift processing to facilitate the provision of advice to Faculty and Department staff of the University of Manitoba regarding the process and regulations of charitable gift acceptance, building working relationships as a representative of Donor Relations. Provide information and guidance to Donor Relations staff on gift acceptance of all gift and payment types.
- Develop, document, and implement Gift Processing Operational Procedures. Review and recommend updates to the University.
- Runs and reviews the bi-weekly post-to-Banner process with Director, Gift Administration.
- Monthly reconciliation of Donor Relations holding account.
- Quarterly reconciliation of donations to be transferred to Colleges.

Alumni and Donor Records

- Supervises alumni and donor records systems for efficiency and compliance with records retention policies, corporate classification schemes, privacy and anti-spam legislation, and security and access policies. Perform ongoing data and process audits and provide reports and metrics to ensure data integrity is maintained.
- Supervises organizing, indexing, coordinating and maintaining the integrity of alumni and donor files, both paper and electronic (Raiser’s Edge and Xtender).
- Supervises the timely updates of constituent records as well as regular and systematic maintenance of records, such as data clean-up projects; identifies and implements procedures to improve efficacy and minimize errors.
- Supervises data entry projects to update, create or delete constituent records.
- Identifies, develops and leads projects department-wide, in order to develop new ventures that will advance the level of service provided.
- Develop, document and implement Records’ Operational Procedures.
- Other duties as assigned.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [email protected] or (phone hidden). Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.

📌 Job details (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg