Gift Administration Assistant

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Nature Conservancy of Canada

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Toronto, Canada

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6 days ago

Location: Toronto, ON
Position Details: Full Time Contract

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for a Gift Administration Assistant to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962 NCC and its supporters have protected 15 million hectares (more than 35 million acres) of ecologically significant land across Canada. NCC takes a collaborative, science-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.


Position Summary

Working as part of the Gift Administration team of the National Finance department at NCC, the Gift Administration Assistant (GAA) is responsible for processing white mail (excludes those from Direct Marketing response in Business Reply Envelopes) and major gifts revenue from the point of receiving to banking. GAA is responsible for recording non major gifts white mail in Raiser’s Edge (RE). This includes ensuring information on cheques or cash are confirmed by accompanying documents and conducting daily reconciliation of revenue data in donor database RE against bank deposits.

Key Responsibilities:

  • Coordinating the bank deposit for the day, preparing a list of cheques and cash totals for General Accounting Assistant, one list of white mail totals for Gift Administration Assistant, and one list of Major Gifts revenue totals for Major Gifts Coordinator to record in Raiser’s Edge as well as reporting of revenue deposit to appropriate Finance staff.
  • Processing one-time credit card donations from Annual Giving initiatives including those from Internal Donation Form, telemarketing campaigns and door to door canvassing under the guidance of Interim Manager, Gift Administration.
  • Responsible for keeping Replacement Receipt Request file up to date from Supporter Services and Regional staff and issue replacement or corrected tax receipts in a timely manner.
  • Uploading revenue (gift and non gift) back up documentation as Media items into RE as per monthly Financial reporting schedule.
  • Maintaining register of all postdated cheques at National and ensuring for deposit on respective due dates.
  • Maintaining and validating receipt register on all NCC issued receipts.
  • Completing daily reconciliation of financial data recorded in RE with daily bank statements.
  • Scan daily major gifts cheques and letters and monthly donation coupons to MS Teams channel for Major Gifts Coordinator and Monthly Gifts Coordinator working remotely.
  • Updating records (name, address and solicit codes) in RE from Record Update Request form.
  • Assign tax receipts for all Annual Giving source in line with CRA regulations and upload in MS Teams weekly for fulfilment vendor under the guidance of Interim Manager, Gift Administration.
  • Undertaking database clean-up such as deleting old queries and exports, merging simple duplicate records in RE under the supervision of Interim Manager, Gift Administration.
  • Supporting the Chief Financial Officer, Director, Database & Gift Administration and Compliance, and Interim Manager, Gift Administration as required.
  • Assisting data/gift entry in RE as required.
  • Assisting with the annual audit.
  • General administrative duties such as filing, photocopying, and scanning.
  • Other duties as assigned

Position Requirements

  • College diploma or higher and has 2-3 years of Raiser’s Edge and account reconciliation experience
  • High level of numerical accuracy
  • Detail-oriented
  • Highly organized
  • Good written and verbal communication skills
  • Strong interpersonal skills
  • Team player
  • Self-motivated
  • Accurate and efficient paper & mail processing skills
  • Moderate Microsoft Office skills (with an emphasis on Excel)
  • Ability to work under pressure and meet deadlines

How to Apply

NCC is an equal opportunity employer. If you are interested in joining our team, please submit your cover letter, resume and salary expectations through our Career Centre by 11:59 p.m. on December 30, 2022.

NCC welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We value and incorporate diverse traditions, heritage, knowledge and experiences in our mission and in our workplaces. We celebrate the full participation of people from all walks of life as we work towards common goals. We strive for a conservation movement in which equity, diversity and inclusion are the norm. This is our continuous commitment: to promote healthy people, healthy communities and a healthy planet for everyone.