Donations & Trusts Systems Coordinator

University of Saskatchewan


Primary Purpose: To effectively coordinate trust creation and administration processes, create and document revenue processes, and support training, special projects, and initiatives related to trust administration and the revenue function within Engage CRM. 

Nature of Work: Reporting to the Manager, Donations and Trusts, this position works in a team- and service-oriented environment. The Donations and Trusts Systems Coordinator provides effective coordination of agreement development and estate administration processes.  This position utilizes Engage CRM revenue expertise to create process documentation, develop and implement new revenue processes, and support training of University Relations team members on navigating revenue within Engage CRM.  Additionally, the position utilizes trust and financial knowledge to support reconciliation processes and special trust related projects.

Work is performed in a dynamic, stimulating, fast-paced, high-volume environment with continual interruptions, changing priorities, and constant deadlines. Tasks are varied with average to above-average complexity and high consequence of error.

University Relations is responsible for institutional advancement programs (which includes Development, Alumni and External Engagement and Operations and Services ) and as such is dedicated to supporting the related needs of all colleges, units, and the university overall. University Relations is comprised of specialized teams that work together as an integrated team to ensure that the University of Saskatchewan has the reputation, relationships, and resources necessary to take its place among the most distinguished universities in Canada and the world. This position liaises with development professionals, donors and support staff who work in UR offices located throughout campus and remotely including colleges and schools. This position is in the central University Relations office, currently located in the Thorvaldson Building. 

The University of Saskatchewan values diversity and Indigenous engagement is a strategic priority. In support of this priority, the position will contribute to a team environment which recognizes and supports the importance and value of equity, diversity, and inclusion in achieving the mission of the university, and actively seek out those with diverse cultural backgrounds, perspectives, and experiences to support the mission. 

In University Relations, the nature of our work centres on our guiding principles of being:

  • Inspiring: We are confident in ourselves and our goals. We instill confidence and excitement in others to bring them along with us. 
  • Committed to each other’s success: We look for opportunities to make all our teams and the University successful.
  • Collaborative and integrated: We work together toward shared goals.
  • Solutions- and action-oriented: We continuously seek a path forward and we get things done.
  • Brave and courageous: We expect to encounter obstacles. We face these challenges head-on.
  • Respectful: We demonstrate our regard for others through listening, understanding, and acknowledging the contributions of all.

Typical Duties or Accountabilities: 

  • Support the reconciliation of suspense funds with respect to philanthropic donations.
  • Coordinate related stewardship reports and details that will be provided to donors outlining the impact of gifts to the University.
  • Liaise with donors and Development Officers to ensure their queries are dealt with in a timely manner.
  • Provide training and details to end users regarding the revenue and related functionality within Engage CRM.
  • Work directly with technical team to set up a correction integration between Engage CRM and Banner Finance. 
  • Coordinate stock transfers and assist on the transactions to ensure efficient process flow. 
  • Review Planned giving documentation to ensure compliance and add relevant details to the revenue function within Engage CRM.  
  • Provide details and oversee the addition of gift and trust related documents to Engage CRM.  
  • Provide administrative support regarding the coordination of terms and agreements that outline details of gifts to USask.
  • Liaise as Subject Matter expert for special projects related to revenue within Engage CRM and implementation of related systems (such as online giving or event purchase) 
  • Liaise with Annual Fund team in the creation of the required appeal coding and set up in Engage CRM.    
  • Provides administrative support for marketing efforts and appeals in Engage CRM.
  • Create process documentation for revenue configuration within Engage CRM mapping how each transaction is captured which will be utilized by both end users and technical team.
  • Liaise with Manager, Donations and Trust to provide an understanding of overall revenue logic as it supports specialized reporting and metrics.
  • Work with the Manager, Donations and Trust to capture gift processing and trust processes and procedures.
  • Assists with administration of estates and life insurance policies.
  • Act as a back up to donation batch checking and donation entry if required.
  • Maintains current understanding of university policies relating to fundraising and alumni activities.
  • Works collaboratively to support the administrative needs across UR administrative teams and other project work and/or duties as assigned.

Education: A university degree is required for this position. The employee must be bondable. A criminal record check is a requirement of employment.
Experience: Minimum of three years of related experience in an administrative role with a working knowledge and experience in basic accounting and database, spread sheets and word processing programs. Experience with large financial systems, particularly the university’s alumni and donor database and the university’s financial system (Unifi) is preferred. Experience in a comparable high-volume, complex environment with many interruptions and deadlines, such as a university or post-secondary environment, as well as familiarity with university fundraising, university-wide practices and policies, would be a definite asset.
Skills:  Highly proactive, with a strong orientation towards customer service and demonstrated effective verbal, written, and interpersonal communication skills; leadership, and mentoring of staff; exceptional work ethic and integrity; maturity including tact, diplomacy and professionalism in dealing with a broad customer demographic; detail-oriented with a demonstrated ability to organize work, set priorities and work under pressure; ability to work independently with minimal supervision; decisiveness to inspire confidence and the ability to build consensus among team members; the ability to anticipate needs, and discern work priorities.

Department: University Relations

Term 18 months with the possibility of extension or becoming permanent

Employment Group:
Full Time Equivalent (FTE):

The salary range, based on 1.0 FTE, is $50,780.00 – 79,344.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable):
Specialist Professional

Salary Phase/Band:
Phase 1

Posted Date:

Closing Date:
11/14/2023 at 6:00 pm CST
Number of Openings:
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at:

Criminal Record Check: Not Applicable
Driver’s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin taapwaywin tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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