Financial Manager - Donations and Trusts

37.5 Hours / Week

Saskatchewan Polytechnic considers the diversity of our workforce to be one our leading strengths and greatest assets. Our employee diversity enhances our ability to meet the needs of an increasingly diverse student population. Currently, approximately 20% of our students are Indigenous. A continued emphasis on the development of a representative workforce is one of Sask Polytech’s strategic priorities and, as an organization, we are making significant efforts to attract and retain Indigenous employees.

General Accountability

The Manager, Donation and Trusts is a new role accountable for the financial administration and service-delivery of charitable gifts and trusts, gift acceptance and processing, and payment requisitioning, and disbursement) and is the primary resource for the consultation and review of Gift Agreements and Terms of Reference for philanthropic gifts to Saskatchewan Polytechnic. This position provides expertise on trusts and charitable gifts to ensure the strategic directions of the institution are achieved, and the key objectives and priorities of the Office of Advancement are accomplished. It also oversees the development and implementation of processes and information management related to gift processing, gift agreements and stewardship-related fund analysis and reporting.

The Manager, Donation and Trusts is the primary liaison with Finance, working collaboratively to ensure donation and disbursement information contained within the Advancement databases and systems (Raiser’s Edge and Awards Management) agrees with and is reconciled to, the financial system (Banner) as the system of record. The Manager is responsible for the supervision of staff, with the authority to hire, fire, and discipline employees reporting to the Manager. This position leads the design and development of process improvements for more effective delivery of timely and accurate information related to gift compliance and processing as well as other process improvements as required by Advancement. These projects involve participation in cross functional teams with representation from across the institution.

The incumbent is responsible for ensuring that the acceptance, processing of gifts including gift-in-kind and the creation of trusts complies with internal policy and guidelines as well as the guidelines of external agencies such as the Canada Revenue Agency, the Provincial Auditor and charitable monitoring organizations. Demonstrating best practices in philanthropic operations, this role ensures timely and accurate delivery of charitable receipts and letters of gift acknowledgement to the community.

Job Context

Reporting to the Director, Advancement Services the Manager, Donation & Trust Services is the primary contact within the Office of Advancement for matters relating to trusts and gift administration. The Manager is responsible for the development and review of complex agreements and terms of reference for charitable gifts to Sask Polytech, as well as the acceptance, management, and acknowledgement of gifts. This position is responsible for building professional relationships that support collaboration and problem solving with a wide range of internal and external stakeholders.

This position requires sound judgment, as the Manager will be required to review their own and other’s work and provide insight and advice to the Director and other Advancement leaders and staff on a wide range of compliance related issues. Considerable discretion is required as this position is privy to, and works with, sensitive and highly confidential information.

Work is performed in a dynamic, stimulating, fast-paced, high-volume environment with continual interruptions, changing priorities, and constant deadlines. Standard for quality of work and timely completion of projects is high. The work is diverse and complex in nature, and requires a strong understanding of trust law, estate law, Canadian Income Tax Act, Canada Revenue Agency rules, regulations and guidelines relating to charitable gifts.

1. Donation and Trust Management

· Ensures compliance with all requirements related to the institution’s charitable status by being the authority on all gifts eligible for charitable receipting and providing guidance to the institution’s development function on gifts in progress, terms of reference, gifts-in-kind, wills and bequests.

· Ensures all gifts comply with the Canadian Income Tax Act and Canada Revenue Agency rules and regulations.

· Limits institutional risk by ensuring that trust development and administration is carried out in compliance with defined institutional policies, procedures, and audit standards.

· Negotiates the settlement of estate assets as required.

· Participates in the establishment of endowments and long-term trusts through the development of terms of reference and gift agreements.

· Ensures existing trusts at Sask Polytech are operating in accordance with the trusts’ governing documents and advises the institution on the scope and direction of the trusts.

· Assists the Director, Advancement Services with planning and analysis of all gifts and trusts. Participates in the development of strategic and annual plans to ensure consistency and integration both internally and externally to Advancement.

· Oversees acceptance, management, processing, and acknowledgement of gifts to Sask Polytech.

· Develops processes and procedures for reviewing gifts that ensures donors’ intentions and Sask Polytech’s needs are being met.

· Reviews the expenditures of gifted funds, to ensure they are compliant with donors’ intentions and gift designation

· Develop and maintain database systems that provide information and analysis of trusts and expenditures used in the creation of stewardship and donor impact reporting including responsible trust fund management and portfolio investment and spending through Finance.

2. People Management

· Effectively recruit, select, train, develop and motivate employees through implementation of Saskatchewan Polytechnic human resource policies and practices, in consideration of the terms and conditions of the collective agreement.

· Address people management issues with direct reports, including discipline (up to and including termination) where appropriate, applied in a timely manner and with respect for provisions of the Collective Agreement, and Saskatchewan Polytechnic policies.

· Work with direct reports to develop clear performance objectives. Monitor overall effectiveness in meeting these performance objectives and work to overcome obstacles as they arise.

· Ensure a positive, diverse, and inclusive work and learning environment.

· Develop resourcing/workforce plan(s)for project and program initiatives identifying the staffing levels, knowledge, skills, and abilities required to successfully meet objectives.

· Provide information to direct reports about strategic and operational developments within the organization that affect their working environments and how they do their jobs, both in the short- and long-term.

· In consultation with the Director, Advancement Services, and other members of the Advancement Services team, contributes to the development of cross team synergies and interaction that ensure continuous services evolution and improvements.

3. Risk Assessment and Management

· Identify, assess, and manage donations and trust risks in the financial planning process completed within the division, and for the client within the organization.

· Ensure accountability and transparency of the donations and trusts financial information and reports.

· Ensure compliance with funding agency restrictions and Saskatchewan Polytechnic procedures, policies and collective agreements ensuring adherence to generally accepted accounting practices.

· Contribute to the safeguarding and stewardship of financial resources within the organization.

· Develop and monitor Saskatchewan Polytechnic Advancement and Financial policies and procedures in the management of donations and trusts.

4. Relationship Management

Internal

- Collaborate with various Saskatchewan Polytechnic divisions and stakeholders in providing expertise on trusts and charitable gifts, and ensure planned changes implemented through Advancement and gift administration are communicated and understood.

· Collaborate with the Director, Advancement Services on effective donations and trust management issues and requirements.

· Works with schools and units to ensure an understanding and compliance of rules and policies relating to trust administration and charitable gifts.

· Work with Deans and AVP’s to ensure the appropriate use and stewardship of all gifts.

External

- In collaboration with Advancement and Financial Services, and in accordance with Saskatchewan Polytechnic policy, manage external relationships including the negotiation and development of gift agreements.
- Exhibit a high degree of professional discretion and confidentiality in the handling of requests from donors and maintaining appropriate confidentiality of information and materials.

· Works closely with Sask Polytech legal counsel in matters regarding trust law, estate law and application of terms of reference and gift agreements
- Develop and manage relationships with external agencies, educational and government organizations, polytechnics and universities to remain current in the areas of charitable giving best practices, standards and requirements.

REQUIRED QUALIFICATIONS AND EXPERIENCE

A relevant undergraduate degree and professional accounting designation. A combination of education and experience may be considered.

A minimum of five years progressively responsible experience with financial management and reporting with an emphasis on trust accounting, preferably withing a post-secondary environment. Experience with trust law, estate law, the Canadian Income Tax Act, and Canada Revenue Agency rules, regulations and guidelines. An understanding of fundraising would be considered an asset.

Required Competencies

Leads Transformation

Anticipates emerging trends and creates opportunities that shape and transform the organization and polytechnic sector in Canada.

Inspires Courage & Innovation

Models and enables creative thinking, curiosity, and calculated risk-taking to create new solutions.

Cultivates Strong Relationships

Builds strong and trusting relationships and brings a stakeholder and learner-centric mind set and focus to all elements of the organization.

Drives Operational Excellence

Leverages business insight, financial acumen, and operational rigor to maximize productivity and build long-term, sustainable success.

Builds Leadership & Culture

Brings authenticity, emotional intelligence, and accountability to develop leadership effectiveness in individuals, teams, and our culture.

Knowledge and Expertise

Demonstrates proficiency in the knowledge and skills specific to the position and uses expertise to serve the objectives of both the group and organization as a whole.