Job Overview
The Gift Administration & Compliance Coordinator is responsible for the specialized administration, stewardship, and compliance of charitable gifts received by the Foundation. The position serves as the Foundation's subject matter expert in charitable receipting and gift administration, ensuring donations are lawfully accepted, accurately documented, appropriately restricted, and receipted in accordance with the Income Tax Act, CRA guidance, donor intent, and Foundation policies. The Gift Administration & Compliance Coordinator plays a critical role in safeguarding charitable resources by maintaining robust financial controls, audit documentation, gift reconciliation processes, and donor records. The position supports the Foundation's charitable mission by ensuring charitable funds can be effectively received, stewarded, managed, and deployed for healthcare and community benefit. The Gift Administration & Compliance Coordinator provides guidance to fundraising staff regarding charitable receipting, gift administration, and compliance requirements and serves as a key resource in maintaining the Foundation's accountability, transparency, and public trust obligations as a registered charity.
Duties
- Main point of contact for all gift processing (Online gifts, manual gifts – cheque, cash or credit card, pledges and sponsorship invoices)
- Provide fundraisers information on proper receipting processes in accordance with CRA.
- Administer and record charitable gifts within the Foundation's gift management systems (Raiser’s Edge), ensuring accuracy, completeness, donor stewardship, and regulatory compliance.
- Enter memorial gifts and send acknowledgement letters to next of kin.
- Reconcile bank deposits prepared by other staff to batch control reports and ensure proper processing of gifts in the Raiser’s Edge platform.
- Reconcile credit card processing reports (BBMS / Stripe) with bank deposits and gift batch control reports to ensure completeness and accuracy of data.
- Exercise specialized knowledge of charitable receipting requirements to issue official donation receipts, assess receipting eligibility, maintain supporting documentation, and ensure compliance with CRA regulations and Foundation policies.
- Generate invoices based on Sponsorship agreements. Follow up on unpaid invoices.
- Maintain the integrity of donor and gift records to support stewardship obligations, audit readiness, regulatory compliance, and accurate reporting of charitable contributions.
- Administer recurring giving and electronic donation programs, ensuring donor intent is fulfilled and charitable contributions are processed in accordance with regulatory and financial control requirements.
- Transfer online gift data from other sales databases such as ShowPass / JustGiving / Funraisin to Raiser’s Edge using the JMG connector.
- Following up with donors for third party events including managing or changing data and issuing duplicate receipts.
- Print and mail monthly pledge reminders as well as manage records in monthly past due report, letting Philanthropy officers know if one of their donors is past due.
- Backup for grant requests from Patient Essentials Fund.
- Provide support to the Vice President Finance and Administration as required.
Experience and Qualifications
- Minimum two years' experience in charitable gift administration, charitable receipting, donor stewardship, or nonprofit financial administration, including demonstrated knowledge of CRA charitable receipting requirements and charitable compliance practices.
- College or similar degree in business, accounting or administration
- In-depth knowledge of Raiser’s Edge and BlackBaud products including BBMS
- In-depth knowledge and demonstrated understanding of the Income Tax Act provisions governing charitable donations, CRA charitable receipting guidance, donor restrictions, stewardship obligations, and charitable compliance requirements.
- In-depth knowledge of Microsoft Office suite
- Working knowledge of office equipment (multi-function printer, scanner)
- Excellent communication skills in person, on the phone and by email.
- Organization skills with the ability to multi-task
Pay: $50,000.00-$61,000.00 per year
Benefits:
- Casual dress
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Wellness program
Work Location: In person
