Position Information

Position Title

Gift Administrator

Position Summary

Join Our Team as a Gift Administrator – Make a Meaningful Impact Every Day!

Are you passionate about precision, data integrity, and making a difference in the lives of students and donors? Red Deer Polytechnic is seeking a detail-oriented and collaborative Gift Administrator to support our Development and Alumni Relations team.

In this dynamic role, you’ll be at the heart of our donation and constituent tracking process—ensuring every gift is processed with accuracy, timeliness, and care. You’ll work closely with our Systems and Information Coordinator to analyze data, enhance system functionality, and provide expert guidance on financial processing and data management.

What You’ll Do:

• Manage and analyze individual gift transactions to ensure consistency and timely receipting.

• Oversee pledge invoicing and payment tracking to prevent outstanding balances.

• Administer our Scholarship and Endowment Programs, ensuring donor agreements and Terms of Reference are accurate and up-to-date.

• Collaborate with Student Connect and the Development team to support fund confirmations and reinvestment of Endowment funds.

Position Responsibilities

Gift & Constituent Record Management

• As a Raiser’s Edge “super user,” this position is responsible for understanding all database capabilities and enhancements, and ensuring they stay current on system training, functionality and best practices.
• Responsible for analyzing, receiving, recording, receipt distribution and reporting of all gifts (in collaboration with Financial Services Technician).Gifts include charitable donations and non-charitable sponsorship transactions; and payment types include cash, cheque, EFT, shares, gifts-in-kind, and online donations – each with unique processing variables.
• Responsible for ensuring that receipts are accurate and distributed weekly.
• Responsible for Pledge Management tracking and communication to ensure monthly invoices (aka Pledge Reminders) are sent to donors, and payments are received on a timely basis.
• Responsible for generating weekly reconciliation reports with all transactional back-up.
• Responsible for maintaining a basic understanding of current CRA regulations and industry standards to ensure compliance and reduce institutional risk.
• Responsible for processing bank deposits and liaising with Finance regarding inquiries, adjustments, reconciliations, etc.
• Contacts constituents to determine giving details, to deal with expired payment information or to deal with issues processing gift installments.
• Manages Adopt-An-Athlete gifts via JustGiving.
• Reviews all payroll deductions for accuracy and adjusts pledge payment schedules as necessary.
• Reviews possible duplicate records for merging.
• Maintains Life Insurance policy payments and policy statements to be provided to Finance annually.
• Creates and maintains Event Records for both fundraising and non-fundraising / engagement events, including Sponsor and Participant records. Ensures all information is current and accurate.
• Provides guidance to Development Team regarding gift records and giving history to support their work with donors and sponsors.
• Completes all Gift-In-Kind administration in accordance with RDP Gift Acceptance & Management Policy.

Scholarship & Endowment Program Administration

• Provides leadership to the administration of the Scholarship & Awards program, including reviewing and/or drafting gift agreements and terms of reference, and liaising with Development, Finance and Student Connect Centre to confirm funding.
• Maintains a tracking system to ensure that annual Scholarship and Endowment Stewardship Reports are issued to all donors as required, outlining scholarships given, to whom, and, where applicable including Endowment Financial Statements, reconciled with Finance to ensure accuracy.
• Oversees the Stewardship Management Module to ensure accuracy of scholarship funds, program coding, student thank you notes, and donor contact info to ensure accurate Stewardship Reports are generated from the database
• In consultation with Finance on a quarterly basis, reviews opportunities for re-investment of endowment funds and new award distributions.
• Monitors program to ensure that administration, accuracy, consistency and integrity of all scholarship donations is maintained

Prospect Research & Identification

• Accountable for inclusive data entry and data management, including but not limited to contact information, solicitor assignment, business and individual relationships, prospect classification, proposals and actions in accordance with prospect and donor management guidelines.

• Supports prospect research processes utilizing various databases and external sources, as required. Creates Prospect Profiles based on research and ensures data is recorded in Raiser’s Edge.

Required Qualifications

• 2 year Diploma in Business Management

• Two to Three years experience in advancement support, database entry and reporting, and fund management.

• A minimum of one year experience in gift administration, accounting or a related field.

• Knowledge of CRA guidelines related to charitable donations.

• Motivated to work in fundraising/philanthropic industry.

• Excellent organizational skills.

Preferred Qualifications

• 2 year Diploma in Business Management

• A minimum of one year direct hands-on experience with Raiser’s Edge.

Salary or Hourly?

Salary

Salary

$55,499 - $64,926 annually

Benefits and Compensation Information

Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.

• Eligibility to access the above mentioned benefits is dependent upon the AUPE Collective Agreement and related RDP policies.

About Red Deer Polytechnic

Focused on advancing the economic and social priorities of Alberta, Red Deer Polytechnic(RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Continuing Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities.

Red Deer Polytechnic (RDP) is more than a post-secondary institution. It is a community of highly dedicated and skilled faculty, staff, learners, and partners who are making a positive impact on the world around us. Unbound by tradition, we are focused on producing the talent, solutions, and environments needed for Alberta’s economy and society to thrive.

Red Deer Polytechnic’s main campus is located on Treaty 7, Treaty 6 and Métis ancestral lands. This is where we will strive to honour and transform our relationships with one another.

Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community**.**

Posting Detail Information

Competition Number

2025-A-119

Employment Type

Permanent Full-Time

Number of Vacancies

1

Desired Start Date

09/02/2025

Position End Date (if term-certain)

FTE

1.0FTE

Hours of Work

8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week

Open Date

07/30/2025

Close Date

08/15/2025

Open Until Filled

Note to Applicant

Red Deer Polytechnic fosters an inclusive learning and working environment where everyone can bring their full selves and share their unique talents. We are committed to being responsive to the evolving needs and expectations of our diverse community.

To enrich the intellectual, economic, cultural, and social development of Central Alberta, we value the contributions of individuals with diverse perspectives and experiences. We encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, individuals of all sexual orientations, and persons of any gender identity or expression.

Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact Peopleandculture@rdpolytech.ca.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Special Instructions to Applicants

Required Documents

• Cover Letter

• Resume

Optional Documents