Stewardship Fulfilment Officer - Admin Assistant ; AESES

Position: Stewardship Fulfilment Officer - Admin Assistant 1 (AESES)
Job Openinga Location :

Expected Start Date :

Full Time :

Permanent :

Posting End Date :

Job Description :

Stewardship Fulfilment Officer - Admin Assistant 1 (AESES)
New Budget-Funded Continuing Full-Time 35.00 hours/week Monday to Friday, 8:30 am - 4:30 pm Salary Range: $27.05 - $37.71 per hour ($49,231.00 - $68,632.20 per annum)
Proposed

Start Date:

July 2, 2024

Trial/Probation Period: 840.00 work hours For more information, please contact:

Ashley Basaraba Responsibilities :

- Execution of the Awards and Funds Stewardship program.

- Manage the production and plans for the endowed fund reporting program, ensuring the university is accountable to its 1,800-plus endowment fund donors.

- Responsible for the execution of the Manitoba Scholarship and Bursary Initiative (MSBI) for the University of Manitoba in accordance with government mandated guidelines.

- Maintain and update donor requested MSBI.

- Manage and monitor MSBI transfers for donors and other university departments.

- Assist with any required reporting for MSBI to be provided to the Manitoba Government.

- Primary liaison with Financial Aid and Awards with Donor Relations on award administration.

- Tracking awards for establishment/modification/withdrawal to FAA.

- Tracking Senate and Board approval of awards.

- Generates reports of new/changed fund contacts for university systems.

- Monitors any barriers to award disbursement ) and recommends appropriate solutions.

- Manage award donor communications including annual award reminders, all award recipient lists and thank you letters to donors and other University departments.

- Manage and triage requests from DROs, Treasury Services, FAA, Faculties on award administration.

- Conduct systematic audits of agreements for active named funds to ensure the accurate monitoring and disbursement of funds, especially as they relate to funds for awards, scholarships, and bequests.

- Produces and reviews regular reports on trust and endowment funds, donations to capital funds, and annual award funds.

- Identifies funds that are being unspent or overspent. Investigates and determines the cause, e.g. financial or award eligibility issues, program inactivity, and develops recommendations for corrective action.

- Research history of named funds without gift agreements or terms of references, or with dated documentation.

- Work with Student Funds Coordinator to ensure award information is updated in Raiser's Edge in a timely manner - anomalous financial performance information (reason and status codes), fund contacts, tracking of funds for action etc.

- Overall management of the gift documentation process - gift agreements, terms of reference, letter of intent to ensure accuracy, consistency, appropriate processing and documentation.

- Reviews documentation and updates fund names, fund relationships, FOAPs, Aid Fund Codes in all relevant systems (Raiser's Edge, Banner Document Manager) and forward to others for updating as applicable (Banner Student Aid, Banner Finance)- Based on gift documentation, adds forward actions for all reporting and recognition activities, to ensure University compliance with gift documentation.

- Maintains templates for all types of gift agreements and terms of  :

MINIMUM FORMAL EDUCATION/TRAINING:

- Undergraduate degree required, with a major or minor in Finance, Business, Management, Philanthropy or a related field, or related experience in stewardship and donor relations.

EXPERIENCE:

- A minimum of one year of directly related experience required, in stewardship, gift fulfilment or compliance preferably in higher education or a comparably complex organization.

- A minimum of four years of progressive experience with finance/accounting and/or contract administration preferred.

- Experience managing complex projects required.

- Experience working in Excel to design complex spreadsheets and analyze and present data is required.

- Experience in writing and/or design of donor reports preferred.

- Experience working with a donor database preferred such as Raiser's Edge.

- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Excellent analytical and interpersonal skills required.

- Highly organized, with strong attention to detail and accuracy is required.

- Excellent oral and written communication skills, with the ability to provide advice and develop and present informational materials is required.

- Excellent project management skills required.

- Research skills, ability to use and extrapolate information from both online and internal sources is required.

- Digitally savvy with a desire to adopt and implement new technologies is required.

- Must be able to generate strategic and creative solutions for thanking, recognizing, engaging with and reporting to donors to advance the university's fundraising efforts and deepen relationships with donors.

- Must be a goal-oriented self-starter, with a high level of independence, initiative and energy.

- Must be flexible and willing to take on…