Gift Administrator, Monthly Gifts

The Nature Conservancy of Canada • Toronto, ON

2h • CA$67,863 - CA$76,342 • Onsite

About The Position

The Nature Conservancy of Canada (NCC) is seeking a Gift Administrator, monthly gifts, to join a team dedicated to protecting important natural areas and the species they sustain. NCC is a leading non-profit private land conservation organization in Canada, focused on protecting critical natural areas and the species within them. Since 1962, NCC has collaborated with others to conserve and restore over 20 million hectares across Canada, employing an evidence-based approach to conservation. With a national office in Toronto and seven regional offices, NCC is committed to advancing Reconciliation through conservation and working with Indigenous Peoples in meaningful and respectful ways.

Requirements

• Bachelor’s degree or college diploma in Computer Science, Information Systems, Business Administration, or related field.
• 2–4 years of experience in Blackbaud Raiser’s Edge or other non-profit databases, and other data integration tools such as Import O’Matic.
• Excellent knowledge of Canada Revenue Agency’s gift receipting requirements.
• Exceptional attention to detail, organizational skills, and experience in reconciliation.
• Highly organized and detail-oriented with a high level of accuracy and ability to work independently.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Familiarity with fundraising and accounting practices and procedures.
• Flexible and able to work under pressure and meet deadlines.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, and Power Point).
• Experience with data analysis and visualization tools (Excel, Power BI).

Nice To Haves

• Basic proficiency in programming languages such as Python, JavaScript, or similar would be an asset.

Responsibilities

• Ensuring pre-authorized donations from offline sources (Direct Mail, Telemarketing, Face to Face campaigns) are set up, processed, and cancelled, maintaining the integrity of donor and financial information in Raiser’s Edge (RE).
• Regularly updating active monthly donation files for the Integrated Marketing team, aligning fundraising data with financial data.
• Administering staff payroll contributions in Raiser’s Edge (RE) based on information from the payroll manager to ensure accurate staff giving information is available.
• Generating accurate CRA-compliant consolidated annual tax receipt data files for all donors and replacement receipts for the fulfillment house, ensuring data accuracy and integrity.
• Data entry, gift processing, and receipting, including downloading encrypted files from vendors, data entry, gift processing, making payments, and managing pauses or cancellations of recurring preauthorized donations from various channels.
• Managing end-to-end processing and reconciliation of monthly gifts, performing quality checks and financial reconciliation between vendor data files and Raiser’s Edge, and providing status reports.
• Collaborating with internal stakeholders in Marketing & Development and vendors regarding data files and processes for new and active campaigns.
• Adhering to internal PPSGs, external regulations, and CRA compliance requirements for processing and allocating revenue.
• Issuing and generating CRA-compliant tax receipt files annually for consolidated, cancelled, and ad hoc receipts from Face-to-Face campaigns.
• Creating and updating import file templates from various sources for RE using the RE Import module or third-party products like Import O’Matic.
• Creating, updating, and terminating staff payroll contributions in RE bi-weekly based on information from the Payroll Manager.
• Ensuring daily reconciliation of recurring gifts and third-party designated donations data recorded in RE and with the bank, resolving any discrepancies.
• Providing scheduled and ad hoc revenue statistics on monthly recurring donations and their trends to the senior team.
• Maintaining comprehensive documentation and providing training to staff on recurring gift processing and receipting.
• Identifying process challenges and recommending solutions for efficiencies, redundancy reduction, error avoidance, and implementing new gift processing solutions.
• Analyzing existing organizational processes to identify areas for automation and efficiency improvement.
• Utilizing AI tools to summarize donation documentation, identify patterns, and flag inconsistencies across systems.
• Developing and implementing scripts or automation workflows using programming languages like Python or automation platforms (Power Automate, Zapier).
• Updating Data Entry guides, Gift Entry Manuals, PAP Manuals, and End-to-End procedure documents, and creating new procedure documents as needed.
• Updating and creating PPSGs related to recurring gifts and providing suggestions for areas outside of recurring gifts.
• Assisting other staff and other areas of gift administration.
• Working closely with the Senior Gift Administrator, Digital Marketing, to assist in online gift processing; the Gift Administrator, Major Gifts, to assist in major gifts processing; the Gift Administrator, Annual Giving, to assist in annual gifts processing and receipting; and the Gift Administration Assistant to provide backup during absences.
• Assisting in the Annual Financial audit and Annual Charities Return preparation.
• Performing other ad hoc projects and duties assigned by the Manager, Gift Administration, Director Gift Administration, and/or Chief Financial Officer.
• Assisting in overseeing volunteers or temporary staff, including interns, and performing general administrative duties as required.

Benefits

• Healthy, safe, barrier-free, and inclusive workplace
• Respect and diversity recognized as assets
• Equity, diversity, and inclusion (EDI) as the norm
• Accommodations available on request for candidates in all aspects of the selection process

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree