Advancement Services Clerk
Top Benefits
About the role
Regular/Temporary
Temporary
Job Title
Advancement Services Clerk
Job ID
70716
Location
Central Campus
Open Date
07/18/2025
Job Type
Short Term Employee
Close Date
07/31/2025
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
UA Advancement Services & Ops
Salary Grade/Band
Grade 5
Salary Range
$24.19 - $34.04 (hourly)
Contract Duration
12 Months
Hours per Week
35
Posting Details
Schedule
8:30 am - 4: 30 pm Mon - Fri Hybrid
Education Level
1 year Community College diploma in Office Administration, or relevant field of study
Career Level
2 years of relevant experience
JD0085
Unit/Project Description
McMaster University fuels curiosity, inquiry, and discovery. Every day, we push the boundaries of knowledge through our world-class, interdisciplinary research and our ground-breaking approaches to teaching and learning. Our students, researchers and staff are among the best and brightest.
University Advancement at McMaster University is an integrated department that encompasses the areas of Development, Alumni Engagement, Advancement Communications and Donor Relations, and Advancement Operations & Strategy, working collaboratively with McMaster’s Faculties and units across campus.
Our vision is: Together, we enable McMaster to advance human and societal health and well-being.
Our mission is: Inspired by McMaster’s tradition of collaboration and innovation, we strengthen relationships, reputation, and resources in pursuit of our goal to be the best.
University Advancement’s approach to realizing our mission and vision reflects these core values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork.
As one of Canada’s Best Diversity Employers, McMaster is committed to advancing inclusive excellence and employment equity in the workplace. We encourage qualified candidates to apply from equity seeking groups such as women, racialized/visible minorities, Indigenous peoples, persons with a disability, persons who identify in the LGBTQ2S+ community and others who reflect the diversity of Canadian society.
Job Summary
The Advancement Service Clerk plays an important role in increasing the financial support to the University by keeping University Advancement’s database up to date with the most recent, accurate biographical and donation information available. This position involves two components - Donations processing and Biographical updating. As a key member of the University Advancement team, this position is responsible for making a positive commitment to University Advancement’s mission, vision and values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork. Some evening and week-end work as well as travel may be required.
Purpose and Key Functions
- Prepare batches by reviewing and sorting donations on hand, both Canadian and Foreign gifts, and group them by payment type such as cheque, cash, credit card, payroll deductions, gifts in kind both assets and property, securities transactions, insurance premiums, corporate cheques and bequests from individual donors, alumni, corporations and foundations.
- Review pledges to determine when the pledge begins, how the donor wishes to pay such as future pledge reminder or a variety of automated banking methods like pre-authorized chequing and credit cards, and the total pledge amount.
- Perform financial analysis when balancing major fundraising.
- Process gifts whether they are donated through mail, online via website, faxed, emailed, hand delivered, through events and memorial services via specific and detailed instructions.
- Upload biographical data by creating new batches each day to upload changes obtained by the annual giving phone centre and updates done directly on the alumni web community website while ensuring they are accurate and reflect all biographical policies and procedures.
- Perform a treasury function by ensuring that all processed cheques and credit cards are recorded in the University’s on-line cashier system, and deliver the required paperwork to the cashier’s office.
- Ensure all rules and regulations are in accordance with Canada Revenue Agency and Cash Control Policy.
- Produce daily batch reports on all donations processed, reconcile receipt totals to computer inputs to cash, cheques and credit card transactions deposited with the University’s central cashiers.
- Generate receipts, acknowledgement letters, and pledge reminders by loading database extracts into Excel spreadsheets and merging with Word documents to create various document formats such as charitable tax receipts, personalized donor acknowledgement letters, pledge reminders for donors on pledge, and follow-up documents for donors who are delinquent.
- Responsible for the accuracy of data collected from a variety of sources such as tracing lost Alumni projects, the Alumni Website automated uploads, phone centre communications with alumni, mailed in entity responses, newspaper announcements and campus-wide McMaster University staff submissions.
- Provide administrative support and prepare progress reports for a variety of projects.
Supervision
- Provide assistance to the supervisor, as required, in training and ensuring new staff adhere to standards and work tasks.
Requirements
- 1 year Community College diploma in Office Administration, or relevant field of study.
- Requires 2 years of relevant experience.
Additional Information
- Anticipated start date is beginning of September.
- This role will be located at OJN (One James North) building when onsite.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679
to communicate accommodation needs.
Hybrid Work Language
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
Interview Experience
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.
About McMaster University
McMaster University, one of four Canadian universities listed among the Top 100 universities in the world, is renowned for its innovation in both learning and discovery. It has a student population of 30,000, and more than 185,000 alumni in 137 countries.
Advancement Services Clerk
Top Benefits
About the role
Regular/Temporary
Temporary
Job Title
Advancement Services Clerk
Job ID
70716
Location
Central Campus
Open Date
07/18/2025
Job Type
Short Term Employee
Close Date
07/31/2025
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
UA Advancement Services & Ops
Salary Grade/Band
Grade 5
Salary Range
$24.19 - $34.04 (hourly)
Contract Duration
12 Months
Hours per Week
35
Posting Details
Schedule
8:30 am - 4: 30 pm Mon - Fri Hybrid
Education Level
1 year Community College diploma in Office Administration, or relevant field of study
Career Level
2 years of relevant experience
JD0085
Unit/Project Description
McMaster University fuels curiosity, inquiry, and discovery. Every day, we push the boundaries of knowledge through our world-class, interdisciplinary research and our ground-breaking approaches to teaching and learning. Our students, researchers and staff are among the best and brightest.
University Advancement at McMaster University is an integrated department that encompasses the areas of Development, Alumni Engagement, Advancement Communications and Donor Relations, and Advancement Operations & Strategy, working collaboratively with McMaster’s Faculties and units across campus.
Our vision is: Together, we enable McMaster to advance human and societal health and well-being.
Our mission is: Inspired by McMaster’s tradition of collaboration and innovation, we strengthen relationships, reputation, and resources in pursuit of our goal to be the best.
University Advancement’s approach to realizing our mission and vision reflects these core values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork.
As one of Canada’s Best Diversity Employers, McMaster is committed to advancing inclusive excellence and employment equity in the workplace. We encourage qualified candidates to apply from equity seeking groups such as women, racialized/visible minorities, Indigenous peoples, persons with a disability, persons who identify in the LGBTQ2S+ community and others who reflect the diversity of Canadian society.
Job Summary
The Advancement Service Clerk plays an important role in increasing the financial support to the University by keeping University Advancement’s database up to date with the most recent, accurate biographical and donation information available. This position involves two components - Donations processing and Biographical updating. As a key member of the University Advancement team, this position is responsible for making a positive commitment to University Advancement’s mission, vision and values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork. Some evening and week-end work as well as travel may be required.
Purpose and Key Functions
- Prepare batches by reviewing and sorting donations on hand, both Canadian and Foreign gifts, and group them by payment type such as cheque, cash, credit card, payroll deductions, gifts in kind both assets and property, securities transactions, insurance premiums, corporate cheques and bequests from individual donors, alumni, corporations and foundations.
- Review pledges to determine when the pledge begins, how the donor wishes to pay such as future pledge reminder or a variety of automated banking methods like pre-authorized chequing and credit cards, and the total pledge amount.
- Perform financial analysis when balancing major fundraising.
- Process gifts whether they are donated through mail, online via website, faxed, emailed, hand delivered, through events and memorial services via specific and detailed instructions.
- Upload biographical data by creating new batches each day to upload changes obtained by the annual giving phone centre and updates done directly on the alumni web community website while ensuring they are accurate and reflect all biographical policies and procedures.
- Perform a treasury function by ensuring that all processed cheques and credit cards are recorded in the University’s on-line cashier system, and deliver the required paperwork to the cashier’s office.
- Ensure all rules and regulations are in accordance with Canada Revenue Agency and Cash Control Policy.
- Produce daily batch reports on all donations processed, reconcile receipt totals to computer inputs to cash, cheques and credit card transactions deposited with the University’s central cashiers.
- Generate receipts, acknowledgement letters, and pledge reminders by loading database extracts into Excel spreadsheets and merging with Word documents to create various document formats such as charitable tax receipts, personalized donor acknowledgement letters, pledge reminders for donors on pledge, and follow-up documents for donors who are delinquent.
- Responsible for the accuracy of data collected from a variety of sources such as tracing lost Alumni projects, the Alumni Website automated uploads, phone centre communications with alumni, mailed in entity responses, newspaper announcements and campus-wide McMaster University staff submissions.
- Provide administrative support and prepare progress reports for a variety of projects.
Supervision
- Provide assistance to the supervisor, as required, in training and ensuring new staff adhere to standards and work tasks.
Requirements
- 1 year Community College diploma in Office Administration, or relevant field of study.
- Requires 2 years of relevant experience.
Additional Information
- Anticipated start date is beginning of September.
- This role will be located at OJN (One James North) building when onsite.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679
to communicate accommodation needs.
Hybrid Work Language
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
Interview Experience
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.
About McMaster University
McMaster University, one of four Canadian universities listed among the Top 100 universities in the world, is renowned for its innovation in both learning and discovery. It has a student population of 30,000, and more than 185,000 alumni in 137 countries.