Coordinator, Advancement Systems
British Columbia Institute of Technology
Burnaby, British Columbia, Canada
5d ago

Position Summary

BCIT Advancement is seeking a regular, full-time (1.0 FTE) Coordinator, Advancement Systems . Reporting to the Manager, Advancement Systems, this position is key to the optimization of the relational database the Raiser’s Edge (RE), the cloud interface RE NXT and the supported system Financial Edge NXT.

This role is responsible for efficient and accurate gift processing, provides input for ensuring Advancement is able to produce robust reporting related to revenue and tactical engagement, and is a primary resource for executing intermediate to advanced data functions such defining queries, exports and imports.

The incumbent provides guidance to approximately 30 RE users post-migration to a cloud-based interface.

Duties & Responsibilities


Pledge and Donation Processing

  • Records and processes all donations in RE database Evaluates coding and executes processing from acceptance of donations to issuance of receipts or acknowledgement letters via RE Mail module.
  • Administers coding, validation and committal RE Batches and completes deposits for review by the Manager and the Financial Accounting Coordinator.

    Evaluates requests for gift adjustments and pledge write-offs in RE database under the direction of the Manager, Director, and / or Financial Accounting Coordinator.

    Processes point-of-sale (POS) transactions for Foundation and Alumni ticketed events. Evaluates Gift Agreement terms in order to complete, or review existing pledges.

    Adheres to weekly and monthly gift processing deadlines while balancing other data-related intake, review, fulfillment and documentation.

  • Maintains gift record data integrity in RE database Conducts research in RE to troubleshoot variance Assesses gift record hygiene and ensures compatibility with metrics and reporting.
  • In coordination with Fundraising staff, ensures a complete electronic and paper trail. Assists the Financial Accounting Coordinator in reconciling donation revenue to bank statements on a monthly basis.

  • Maintains and adheres to policies and procedures Maintains updates to the procedure manual under direction of the Manager.
  • Trains staff on procedures under the direction of the Manager. Maintains a current working knowledge of Canada Revenue Agency (CRA) regulations and best practices for the recording and receipting of gifts, as well as Payment Card Industry (PCI) compliance.

    Constituent Records Management, Reports, Queries, Imports and Exports

  • Maintains a thorough understanding of the Foundation fundraising initiatives specifically relating to impacts to data captured in RE.
  • Creates records, managing records duplication, and identifies and links related records.
  • Adds and / or imports relevant and effective appeals, actions, notes, attributes and consent information following deployment of various solicitation and engagement activities.
  • Fulfills reporting needs under the direction of the Manager Runs queries, exports and reports as requested, including donor recognition lists.
  • Maintains accurate documentation of all related queries, exports and reports used to execute data requests in order to facilitate efficient future requests.

    Exports data from other software systems and configures and executes imports using RE Import or ImportOMatic.


  • Together with the Manager, roll out a system upgrade and implementation of RE from a hosted version, to the cloud-based RENXT, as well as the Financial Edge NXT;
  • a product to BCIT’s suite of systems.

  • Under direction of Manager, facilitates software updates for all Advancement staff as required.
  • Provides assistance and support during the annual audit.
  • Sets up new RE Fund records and coordinates with designated colleagues who request corresponding accounts in enterprise resource planning system, Banner.
  • Performs administrative and configuration functions in RE under the direction of the Manager. Creates and updates RE Mail templates, shared dashboard panels in classic view or Insights on cloud-based web-view.
  • Assists with deactivating and refreshing Appeal and Campaign records. Updates fields and tables.

  • Participates in Records Custodian training and remains current with record keeping practices, policies and procedures.
  • Undertakes related duties as assigned, consistent with the job grade for this position.

  • Being a part of BC’s Top 100 Employers, and a member of the CCDI.
  • A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
  • Access to Professional Development Funds and opportunities for career development.
  • Increase your knowledge with Tuition waivers for BCIT courses.
  • Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
  • Additional Wellness and Employee Assistance programs.

  • Completion of Grade 12, plus completion of additional specialized training of up to two years; e.g., a Diploma of Technology or completion of a two-year program from a college.
  • Certificates or transcripts for any relevant vendor software certifications (e.g. : Blackbaud certifications).
  • Two years of general experience plus up to four years of current, relevant experience in a position of similar responsibility in a fundraising environment.
  • An equivalent combination of education and experience may be considered.
  • Intermediate to advanced level current knowledge of RE, especially pertaining to gift records and gift processing, and the Administration and Configuration components.
  • BCIT subscribes to Blackbaud Learn More.

  • MS Word and MS PowerPoint at the intermediate level, with MS Excel at an advanced level.
  • Familiarity with ImportOmatic or other importing tools or software.
  • Exemplary organizational, communication (both verbal and written English) and interpersonal skills.
  • Proven ability to establish and maintain positive working relationships both internally and externally, contribute effectively to the team, and to work independently with minimal supervision.
  • Strong aptitude to maintain confidentiality and exercise considerable judgment, tact, and discretion while handling sensitive and confidential information.
  • Demonstrated ability to handle a high volume of data entry work with high accuracy and strong attention to detail
  • Strong analytical skills and an aptitude for problem-solving.
  • Ability to work under pressure and meet gift processing deadlines.
  • Please note : These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.

    1 of the Collective Agreement.

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