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The Opportunity

Halifax, NS
Accounting and Financial
Experienced
Contract

Position: Coordinator, Gift Accounting (2 Year Contract)

Department: Advancement Services

Annual Salary: $50,000 - $55,000 + 4% in lieu of vacation

Reporting to the Director, Advancement Services, the Coordinator, Gift Accounting provides a lead role in advising, tracking and managing with to regard overseeing activities associated with gift processing relating to charitable revenue to the University on behalf of the Office of Advancement. The Coordinator, Gift Accounting is part of the Advancement Services team and is accountable for the gathering, processing and managing of all financial gifts of a charitable nature into the University. This position works collaboratively with all units within the Office of Advancement, especially with members of the Development team (Fundraisers) and Financial Services on all matters pertaining to charitable financial transactions, fund setups, gift agreement interpretations and maintenance of funds.

What you'll do

Responsibilities

Duties as the Coordinator, Gift Accounting include, but are not limited to:

  • Coaching, monitoring performance and providing periodic formal performance feedback to employees.
  • Selecting and recommending direct reports and confirming selection and transfer of indirect reports.
  • Resolving employee concerns either directly or through established grievance/complaint procedures and initiating disciplinary action, and recommending/justifying discharge where warranted.
  • Coordinating upgrade testing for the Banner system and other software applications utilized by the Representatives.
  • Researching, implementing, and enforcing gift accounting procedures for compliance to Canada Revenue Agency (CRA) and the Internal Revenue Service (IRS) regulations regarding charitable giving.
  • Checking gift, pledge and other transactions to ensure generally accepted accounting procedures are followed.
  • Ensuring completeness/accuracy of the Program Assistant's work and identifying and correcting any discrepancies.
  • Maintaining a thorough working knowledge of the legal and accounting requirements and ensuring that all restrictions are appropriately recorded and documented related to restricted gifts, pledges and other charitable giving.
  • Directing the receiving, processing and acknowledging of all gifts to the University, including cash, credit cards, bank drafts, payroll deductions, securities and gifts-in-kind.
  • Responsible for integration of new business procedures and processes as they relate to new technical developments.
  • Preparing requests for new designations according to gift agreements and creating designations in Banner Advancement once approved by Financial Services and Director, Advancement Services.
  • Maintaining a thorough working knowledge of the functionality of the Banner Advancement Module and departmental processes and procedures relating to gift processing.
  • Developing and presenting financial reports to be used by department Administrators or as internal audit reports.
  • Handling inquiries from donors and University personnel relating to gift records, status of funds, donations, etc.
  • Representing the Office of Advancement for audit reviews with internal audit and/or external accounting firms.
  • Maintaining an extensive knowledge of Development office procedures (Major Gift and Annual Fund) and responding to enquiries as they relate to Gift Accounting.
  • In consultation with Financial Services, evaluating and recommending to the Director, procedural changes in gift accounting policy and procedure as required relating to controls, efficiencies, and CRA guidelines changes.
  • Making recommendations for, and participating in, the development of policies in gift management.
  • Managing online credit card revenue sources (monthly and one-time gifts, some event registrations) and accessing the secure website to download daily revenue reports and monthly uploads for monthly giving.
  • Developing and managing Excel files for collection of donations through monthly/bi-weekly pre-authorized chequing, credit card and payroll to ensure compliance with Freedom of Information and Protection of Privacy Act (FOIPOP).
  • Developing/managing processes for updating of expired credit cards to ensure a low rate of pledge shrinkage.
  • Authorizing monthly electronic transfer files to the University bank account for all pre-authorized chequing donations.
  • Providing administrative support for the Friends of Saint Mary's University, Inc. (FSMUI) giving; initiating receipt and acknowledgement; and designating appropriate account per donor instructions.
  • Reconciling the University general ledger gift accounts and resolving discrepancies.
  • Preparing/distributing gift reports to Advancement, Financial Services, and Administration relating to gift income.
  • Responsible for all year-end gift reconciliation functions with Financial Services and resolving discrepancies.
  • With Financial Services, preparing and presenting the annual CRA Report pertaining to charitable revenue.
  • Reconciling gift balances for the Office of Advancement including developing and managing Excel spreadsheets on these accounts along with preparing journal entries to distribute monies or to correct discrepancies.
  • Managing the "suspense" account for Office of Advancement and communicating with appropriate Director/Development Officer to ensure the timely transfer of suspense gifts to proper University account.
  • Liaising with Financial Services regarding gift income from University Endowments.

What you'll need

Qualifications

To be the successful Coordinator, Gift Accounting you will possess an undergraduate degree in commerce or business administration with a major in accounting being an asset combined with a minimum of three (3) years of directly related experience. Demonstrated supervisory experience in a unionized environment will also be considered an asset. An understanding of current accounting policies and practices; the ability to handle and maintain confidential material; and excellent computer skills (MS Office) and accurate keyboarding skills will ensure your success in this position. Excellent interpersonal skills with the ability to work independently, as well as in a team setting and experience with donor management systems will round out your qualifications. Knowledge of Canada Revenue Agency (CRA) tax regulations and experience in Banner considered will be considered assets.

We're looking for

Core Skills

Accounting

A little bit about us

Saint Mary’s University

Saint Mary's University is one of Canada's top primary undergraduate universities--known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our 7,000 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a world without limits.

Learn more about working at Saint Mary's University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Are you interested?

Work With Us

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: June 18, 2018 Competition Closes: July 3, 2018

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.