Senior Agreements Advisor

An exceptional advancement program rests on an institution's ability to build and maintain lasting relationships with its donors and potential donors.  The University of Alberta raises $120M+ annually in philanthropic support and is preparing for a significant institution-wide fund-raising campaign in the next few years.  The timely and professional acceptance of donations is integral to the University’s reputation and relationships with all donors including individuals, corporations and foundations.

Reporting to the Associate Director, Agreements and Processing, the Senior Agreements Advisor leads the process of accepting donations on behalf of the University, and works closely with donors and the University staff to ensure the timely and accurate recording of commitments.

The incumbent requires an advanced level of understanding of the Canadian Revenue Agency's (CRA) gift receipting policies and the University of Alberta's Donation Acceptance policies and procedures.

Duties

The incumbent performs the following duties based on the CRA rules, CASE Reporting Standards and UofA Donation Acceptance policies and procedures: 

• In collaboration with Prospect Managers and the Office of the Recording Secretary (ORS) personnel, prepares donation documentation to establish new donation commitments and new endowments; works with Prospect Managers to ensure that the donors’ wishes are aligned with the administrative requirements and fundraising goals of the University
• Ensures compliance with the policies and processes necessary to accept donations on behalf of the University of Alberta, including donations of cash, securities, limited partnerships, real estate, artwork, books and papers, equipment or other donations-in-kind
• Diligently updates Donation Tracker as work progresses from one stage to the next
• Reviews and prepares all donation documentation prior to donation acceptance including Donation Agreements, Terms of Reference, Statements of Trust, and determines the required next steps including designating accounting allocations and identifying issues
• Reviews and prepares documentation required for the recording and reporting of philanthropic grants; ensures documentation is maintained, and accessible in accordance with Advancement document management and filing policies
• Reinforces appropriate procedures for the maintenance, safekeeping, and accessibility of permanent records of donations, including original documents of Memoranda of Donations, Trust Instruments, and other legal documents associated with the donations
• Provides advice and counsel and works collaboratively with members of the Advancement team to create donation agreements, accept philanthropic support for the University, and assist in stewarding donor relationships
• Provides advice and works collaboratively with the Office of Stewardship to build and maintain positive relationships with donors
• Maintains knowledge of legislation and regulations that pertain to charitable contributions
• Collaborates with Student Awards Office in the establishment of new scholarships, bursaries and awards funded by philanthropy
• Collaborates with the Research Services Office on recording philanthropic research grants
• Administers the process of creating endowment and other restricted funds
• Acts as a resource to all departments who receive donations, providing advice and consultation as to specifics of donations, pledges, types of funds, and restrictions placed on donations by donors
• Collaborates with senior members of the ORS team in developing updated donation policies and procedures and providing training and disseminating knowledge throughout the organization

Qualifications

• The ideal candidate will have a university degree in administration, business, finance, accounting or related field, and/or an accounting designation; equivalent combinations of education and experience will be considered
• 6 or more years of accounting or financial management experience, preferably in a post-secondary institution, is required
• Working knowledge of the University of Alberta is strongly preferred
• A sound understanding of donation acceptance, processing and administration is preferred
• Experience with PeopleSoft Financials is an asset
• Ability to prioritize work, make independent decisions based on previous experiences, established precedents and official policies, and acts in a proactive manner
• Strong team ethics and dedication to team success
• Demonstrated ability to meet deadlines, while managing competing priorities, in a fast-paced and complex working environment
• Knowledge of CRA gift receipting rules
• Ability to articulate a vision and follow through on its implementation
• Demonstrated ability to work collaboratively with individuals in varying roles such as fundraisers, donors, and their agents and staff
• Excellent interpersonal, communication and writing skills
• A commitment to the utmost integrity and confidentiality and exceptional analytical and organizational skills