Gift Adminstrator and Donor Specialist

General Purpose

Alumni Affairs & Development (AA&D)’s purpose is to maximize philanthropic support for the University of Guelph’s mission of creating unique solutions for the challenges facing our world. We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph ‘s work.

As a member of this campus‑wide team, the Gift Administrator & Donor Specialist epitomizes the department’s shared values of respect, empowerment, integrity, appreciation, and forward focus.

The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University’s recent fundraising growth so that AA&D becomes a team that consistently raises $75 M a year by 2030 (a record $55 M was raised in FY24/25). By aligning donor passions with the university’s ambitious goals, the campaign will boost revenue, elevate the university’s global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community.

The Gift Administrator & Donor Specialist is a key member of the Gift Processing and Records team and plays a unique role across campus in processing gifts and producing charitable donation receipts for the University, ensuring compliance with CRA (Canada Revenue Agency) standards and the University’s Board of Governors gift acceptance policies. Reporting to the Finance Manager, Gift Processing & Records, this position is responsible for prompt and accurate processing and compliance risk assessment of complex and up to multi‑million dollar donations (cheques, cash, credit cards, online donations, shares, gifts in kind, direct deposits, pre‑authorised payments, payroll deductions), pledges and recurring gifts for the University of Guelph in a timely fashion, using Blackbaud CRM and Luminate Online (online e‑communication/e‑commerce) databases, including Pet Trust tribute gifts and the Vet Clinic program payments.

AA&D’s annual processing of gifts (based on a three (3) year average) entails entering on average 25,000+ gifts and 300+ pledges/recurring gifts from 10,000+ donors. The three (3) year average value of these donations is approximately $45 + M. Donations vary from $2.00 to $21 M. The role also produces acknowledgement letters to donors and sponsors, prepares and sends tribute letters and ecards, and coordinates with external third‑parties for printing and mailing tribute letters.

The administrator maintains precise records of several reports from various computer systems used on campus for University reporting and CRA standards for auditing. The role also assists internal and external auditors, providing all documentation requested for auditing, requiring advanced judgment in understanding the nature of these requests and the level of documentation required.

The incumbent works closely with AA&D Records Staff to ensure the personal information of the University’s donors and alumni are maintained and ensures compliance with privacy regulations of the University and related governments in reviewing any requests to release confidential donor information. This requires advanced decision making and analysis to assess risk, compliance regulations, and to escalate requests when necessary.

The Gift Administrator & Donor Specialist must be highly service‑oriented, with a strong focus and advanced communication skills to ensure donor satisfaction. Donor communications can be sensitive and require advanced tact and diplomacy in written and oral communication. In this role, the incumbent is the first line of support in communicating in person, by phone, and via electronic and regular mail with donors (individuals and corporations), including some of the most important donors to the University, AA&D staff, and employees throughout the campus.

Overall, this role requires a seasoned finance professional with past experience in risk management, compliance, finance, and conflict resolution. The candidate must have experienced judgment and tact,…