Donation Processing Assistant

Competition 1228

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length ending on June 1, 2026, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at Enterprise Square, Jasper Avenue, Edmonton. This role is in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Office of the Recording Secretary

The Office of the Recording Secretary (ORS) manages the donation acceptance, recording, and receipting process on behalf of the University of Alberta. The objective of ORS is to provide the efficient and effective acceptance of donations in a manner that protects the University of Alberta’s reputation and strengthens its relationships with donors.

The Office of the Recording Secretary is divided into two sub-functional teams.

• Agreements - The Agreements Team is the unit that reviews, approves, and accepts all donations to the University. It uses a Case Management system, called Clio to manage the flow of acceptance agreements and activities.
• Processing - The Processing Team is responsible for processing, accounting, and recording all donations to the University of Alberta into the financial system and Advance database. This team is also responsible for issuing all official charitable tax receipts produced by the University, as well as, business receipts for corporate donations.

Position 

The Donation Processing Assistant has primary responsibility for opening mail, scanning documentation, filing documentation, and transporting deposits to the university's banking locations. In addition to these duties, the incumbent may assist in data entry responsibilities by creating donor records, and processing noncomplex and/or routine donations such as online gifts. 

Duties 

• Opening Mail and Cheques
• Prepare deposit books for cash, cheques, credit cards and online donations
• Matches cheques with payment backup received via email or mail
• Physically takes cheques to the bank for deposit
• Prepares and sends outgoing mail and couriers
• Scans and file backup
• Processes non-complex and routine donation types such as online gifts
• Monitors departmental email accounts and responds to assigned emails

Minimum Qualifications

• High School Diploma
• A minimum of one year of experience in an office environment. Preference is given to individuals with experience in a banking environment or at a registered charity
• Proficiency in Microsoft Office is required

Preferred Qualifications

• Prior experience with Peoplesoft or Ellucian Advance
• Working knowledge and understanding of FOIP
• Knowledge of current University of Alberta Policies and Procedures