Gift Services Assistant - Queen's University Advancement Services

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Gift Services Assistant Advancement Services, Gift Services Unit

Are you the type of person who is proactive and highly organized? Are you someone who will excel in an environment that is fast paced?

Reporting to the Associate Director, Gift Services the Gift Services Assistant provides professional customer service, in-person, by phone or email to staff, faculty, senior administrators, alumni, donors, and volunteers. In a fast-paced environment, the incumbent uses sound judgement to respond to a variety of inquiries and requests, researching answers and referring others as appropriate.

The Gift Services Assistant also provides organizational and professional administrative support to the Gift Services unit. This includes accurate and timely additions to the gift module, produces and reconciles charitable tax receipts; maintains the Gift Services Records Management manifest; assists with project and committee coordination; prepares background materials and correspondence; and organizes and disseminates general communications within the university and externally. Additionally, the incumbent processes and delivers all incoming mail, performs financial transactions, maintains and updates the Gift Services website. 

As the Gift Services Assistant you will:

  • Serve as the first point of contact for all visitors to the Gift Services office, ensuring visitors are professionally received and handled in an efficient manner. This contact may be in person, via telephone, or by email. Accepts donations; gathers information and carries out any research that may be required to successfully resolve issues and inquiries that arise; follows-up as appropriate.
  • Enter and maintains financial and bio-demographical records for donors of the university. During peak times, and as needed, assists Gift Administrators with accurate and timely entry of all gifts and pledges directed to the university.
  • Produces daily charitable tax receipts including printing, proofing for accuracy, mailing to donors and filing copies for audit purposes; tracks printed and electronic forms used by maintaining a sequential receipt number log according to Canada Revenue Agency Charity Division guidelines and internal audit requirements; balances and reconciles cash against system batches; and prepares bank deposits in support of the Office of Advancement’s mandate. Accountable for accurate entry with strong attention to detail.
  • Reconcile paper and electronic control forms used with gift receipts recorded on the Advance database on a daily, monthly and yearly basis for inclusion in year-end reporting.
  • Review submissions of the Gift Services Remittal Forms for accuracy and completeness. Maintains department service standards by ensuring submissions that are not received in good order are communicated back to the sender for missing and/or incomplete information on a timely basis.
  • Maintain the Git Services Records Management manifest. Plans and coordinates the organization and migration of document storage, gathers and organizes data, verifies accuracy, as well as prepares timely destruction schedules for the Associate Director to review and approve. Distribution may be in the form of reports, documents or lists.
  • Manage Gift Services updates to the Departmental Acknowledgement System and responds to relevant questions from Advancement staff on reports generated from the system.
  • Maintain the Gift Services postings and calendar of events on the Office of Advancement Intranet (QUIRC), ensuring key messages are posted accurately and on a timely basis.
  • Maintain and updates the Gift Services website. Updates website content as directed and makes recommendations to keep the Gift Services website current, interesting and a resource for internal and external constituents to the university.
  • Process all incoming mail for the Office of Advancement on a daily basis, ensuring timely and accurate distribution according to established procedures. Sorts/distributes confidential materials and donations, and delivers/pick-ups mail to and from various buildings/floors on campus within the Office of Advancement, to designated staff pick up areas.
  • Perform financial and accounting duties such as preparing journal entries, travel reimbursements, cheque requisitions and purchase orders for the Gift Services Unit, ensuring adherence to the university’s financial policies and procedures. Assists with the reconciliation of accounts.
  • Assist in the coordination of committees including coordinating and scheduling meetings, compiling and researching information, disturbing agendas and support materials, organizing room reservations and audio visual equipment, ordering food services, taking meeting notes, preparing minutes and following-up on action items.
  • Provide support on special initiatives and projects as assigned by the Associate Director including researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, and providing general administrative support and liaison functions.
  • Perform administrative support duties for the Gift Services team such as screening phone calls, initiating and drafting correspondence, replying to email on behalf of senior staff, scheduling meetings, photocopying, ordering supplies, and assisting in the preparation of reports.
  • Provide back-up support to the Gift Administrators as required during high volume and vacation periods.
  • Undertake other duties as assigned in support of the unit and/or department.

The Gift Services Assistant also calls for:

  • Two year post-secondary diploma in business administration.
  • Several years of demonstrated successful administrative support experience in a university or institutionally relevant setting working in a multi-tasking and fast paced environment with competing priorities, requiring quick and appropriate decision-making skills.
  • Proven successful experience dealing effectively with diverse groups of people including alumni, donors, students, senior administrators, and/or staff.
  • Knowledge of bookkeeping/accounting practices and an ability to synthesize and organize financial information including financial reporting, reconciling and monitoring accounts considered an asset.
  • Advanced computer skills and superior proficiency with Windows and Microsoft Office; Advance; PeopleSoft; ERS; FAST Reporting; Web Publish; and Internet tools. Ability to update website and navigate the Internet. Ability to learn new software packages considered an asset.
  • Familiarity with a broad range of university policies and procedures; sound knowledge of the university’s administrative, financial, academic and governance structures.
  • Consideration will be given to an equivalent combination of education and experience.

To apply or for additional details on this continuing appointment, please visit Career Q, on our Human Resources website at: 0812&BRID=EX98683&SBDID=22147&LANG=1 by November 5, 2018, quoting competition J1018-0812.

The University thanks all who express an interest in this position and advises that only those selected for interviews will be contacted. The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal people, persons with disabilities, and LGBTQ persons The University will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation during the interview process, please contact Carla Ferreira Rodrigues, at or 613-533-6771.

One of Canada’s leading universities, Queen’s has a long-standing reputation for academic excellence, research and a diverse and vibrant learning environment. With its strong tradition of public service, the University has helped to shape Canadian values and policies, educating notable political and cultural figures.

Queen’s University is located in the heart of the community in historic Kingston, midpoint between Montreal and Toronto, and the nation’s capital.