Program Assistant – Advancement (Bargaining Unit 179)

Date Posted: July 26, 2024

Posting Deadline: August 9, 2024

Department: Advancement

Type of Employment: Permanent, Full-time

Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 annually)

At Saint Mary’s University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University’s success. We are currently looking to fill the position of Program Assistant to join our Advancement team.

What we offer

As a team member at Saint Mary’s, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Paid sick time
• Holiday closure
• Summer hour schedule
• On-site parking
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Manager – Gift Administration, the Program Assistant will:

• Provide a supporting role processing and maintaining biographical and financial records associated with gift administration related to charitable and some non-chartable revenue to the University on behalf of the Office of Advancement.
• Will be a key member of the team that enhances separation of duties when processing and supporting other accountabilities related to gift revenue into the University.
• Collaborate with all units within the Office of Advancement and Financial Services on matters pertaining to charitable (and select non-chartable) financial transactions, fund setups, gift agreement interpretations and maintenance of funds and donor records
• Be responsible for the data input of gift records and supporting the posting, receipting and acknowledgement processes for new and existing donors.
• Process monthly charitable payroll deductions, monthly bank transfers, bi-weekly and monthly recurring credit card transactions, some event registrations and sponsorship transactions.
• Maintain adequate, relevant and accurate documentation on all gifts and pledges made to the University.
• Maintain a thorough working knowledge of the functionality of CRM Advance, Sharepoint, other systems and all departmental processes and procedures relating to gift processing.
• Maintain regular communication with University departments to facilitate appropriate allocation, accounting and acknowledgement of contributions to the University.
• Prepares, Distributes and collects for signature all income tax receipts.
• Collect daily mail and organizes batches for processing and input.
• Develop and manages Excel files containing relevant information for collection of donations through monthly (or bi-weekly) pre-authorized chequing, credit card and charitable payroll deduction ensuring compliance to the Freedom of Information and Protection of Privacy Act (FOIPOP) is carried out.
• Reconcile gift balances for the office of Advancement; develops and manages Excel spreadsheets on these accounts; prepares journal entries to distribute monies or to correct discrepancies.
• Assist in preparing various gift reports to Advancement staff, Financial Services and Department Administrators relating to gift income.
• Consult with other Advancement staff on the collection of contact, employment, gift and pledge data, and other relevant information pertinent to the donor record and ensure records are accurate, connected, and kept up to date.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Program Assistant you will have:

• High School completion plus one year Community College business certificate, or equivalent.
• Minimum of two (2) years of directly related experience.
• Excellent computer skills (MS Office), accurate keyboarding skills, and strong attention to detail
• Good interpersonal skills and the ability to work independently, as well as in a team setting.
• Experience with donor and donation management systems.
• Experience with gift accounting in a charitable revenue environment considered an asset

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on “Apply Now” and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary’s University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at hr@smu.ca

Saint Mary’s University