Gift Administration Officer

Gift Administration Officer

Report to: Senior Director, Finance & Operations
Full-Time permanent (37.5 hrs/week)

Holland Bloorview Kids Rehabilitation Hospital Foundation raises funds and engagement for Canada’s Hospital for Kids with disabilities, and we’re looking for a detail-oriented and dependable professional to join our Foundation team as Gift Administration Officer, reporting to the Senior Director of Finance and Operations. Is it you?

You take pride in ensuring that every charitable gift is processed with exceptional accuracy, timeliness, and care. You are detail-oriented and committed to maintaining systems and processes that are audit-ready and uphold the highest standards of integrity. Working closely with fundraising teams, you recognize that accurate gift processing is foundational to donor stewardship and organizational success, and you approach this responsibility with a strong sense of accountability.

This role is hybrid in nature, with a combination of “work-from-home” and “on site as-needed” for deposit review, in-person meetings, events, team-building activities etc. Interested? Let's make it work. Our team members are empowered to take ownership of their schedules and workflows.

What we offer

• $65,000 annual salary, with opportunity for advancement
• 3 weeks’ vacation, plus float days, holiday hours, and extended long-weekends (and your birthday off!)
• Participation in HOOPP pension plan
• Comprehensive benefits plan with no wait period
• Flexible remote-hybrid work environment
• Parental leave top up
• Annual professional development budget

Key Responsibilities

• Administer weekly bank deposits
• Process gift entry for offline donations: weekly deposits, credit card settlements, EFT/wire transfers, disbursements from other charities, stock donations, and intercompany donations
• Reconcile imported online gifts and investigate discrepancies as needed
• Distribute daily gift email to the team to support stewardship calls
• Process gift adjustments upon request and maintain appropriate documentation
• Maintain and administer monthly and payroll giving records
• Set up and maintain pledge records
• Monitor past-due recurring and pledge payments, update new payment information
• Distribute and track donation receipts, respond to receipt inquiries, and generate one-off receipts as required
• Coordinate and enter GIK donations: review supporting documents, determine receipting details, verify or lookup FMV, organize backups, and update GIK tracker
• Support records management, including record creation and updates. (donor, appeal, package, gift, etc.)
• Maintain accurate and complete supporting documentation for all gift entries to ensure audit readiness
• Support the refinement and implementation of database and gift processing procedures

Job Requirements

The ideal candidate for this position will be an organized, detail-oriented, energetic individual who welcomes challenges, responds quickly to changing situations, and collaborates effectively with staff at all levels.

• Experience in the non-profit sector or fundraising environment.
• Intermediate to advanced knowledge of Blackbaud Raiser’s Edge 7 or NXT.
• Knowledge of ImportOmatic and JMG is an asset.
• Familiarity with CRA income tax receipting guidelines.
• Proficiency with MS365 applications, including Word Mail Merge and Excel.
• Exceptional attention to detail and a strong commitment to accuracy.
• Strong administrative, organizational, and time-management skills; ability to manage multiple priorities.
• Excellent communication and interpersonal skills; ability to collaborate effectively across teams.
• Ability to understand and follow instructions in technical documentation.