Administrative Officer

Closing Date: Feb 13, 2026 at 4:00 PM

DEVELOPMENT AND DONOR RELATIONS (DDR)

The Office of Development and Donor Relations (DDR) is a unit within the Advancement portfolio, responsible for the cultivation, solicitation and stewardship of private donations made to UNB.

The Advancement Services team is responsible for processing all philanthropic donations made to UNB and managing the information systems, for Advancement (primarily DDR and the Alumni Office). The Administrative Officer is responsible for day-to-day records maintenance and donation processing operations within Advancement Services.

WHAT WE OFFER

Full-time | (Leave replacement) Term ending March 18, 2027 | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $ $29.92 per hour

YOUR FOCUS

• Reporting to the Assistant Manager, Advancement Services, the Clerk PL5 (Administrative Officer) is responsible for day-to-day records maintenance and donation processing operations within Advancement Services.
• Maintain up to date biographical and demographic information for all alumni, donors, and potential donors.
• Analyze and resolve data integrity issues such as duplicate records.
• Resolve issues within preset guidelines with respect to Advancement constituent data management.
• Create and update all Advancement constituent data.
• Maintain a continued awareness of privacy and other regulations pertaining to the proper use, storage, and dissemination of personal information of all constituent records.
• Record donations, GL postings, and receipting processes for all philanthropic gifts received by UNB.
• Maintain a current awareness of CRA (Canada Revenue Agency) regulations and properly apply them.
• Produce and distribute all acknowledgment letters and receipts to donors, both in print and electronic format.
• Research and develop updated methods of determining and verifying required information.
• Process coding requests and data cleanup processes.
• Audit gift processing entries.
• Perform all banking functions involved in the processing of philanthropic gifts. Collaborate to do monthly bank reconciliations.

WHAT YOU BRING

• University degree or a combination of a two-year related diploma course and/or equivalent experience.
• Minimum of 4 years related experience.

Additional Strengths

• Demonstrated ability to work with a high degree of accuracy, efficiency, and confidentiality.
• Knowledge of rules and best practices for data management, privacy, and security of personal information.
• Excellent computer skills including high proficiency with Office365 and document merging experience.
• Knowledge of Colleague Advancement and Financial would be an asset.
• Knowledge of CRA rules for donations processing would be an asset.
• Excellent organizational, task management, and communication (written/verbal) skills.
• Knowledge of CRA regulations as they apply to charitable organizations along with other governing regulatory agencies such as PIPEDA (Personal Information Protection and Electronic Documents Act) that govern data management and business processing.

The University of New Brunswick employs more than 3,200 full- and part-time staff, including faculty, support staff and students. UNB values people and we have proudly been named as one of Canada's Top 100 Employers for 2026 and one of Atlantic Canada's Top Employers for 2025.

UNB is situated on the unceded territory of the Wolastoqiyik and Mi'kmaq peoples along the banks of the beautiful and bountiful Wolastoq river, a region recognized worldwide for its natural beauty. UNB is a comprehensive university with a long history of excellence in teaching and research.

WHY CHOOSE UNB?

UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

SECRETARIES, ACCOUNTANTS, LIBRARY ASSISTANTS AND CLERKS (SALAC)

This position is part of the UNIFOR, Local 4504 employee group and falls under the SALAC Collective Agreement.

COMMITMENT TO EQUITY, DIVERSITY & INCLUSION

The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.

We thank all who apply; however, only those selected for an interview will be contacted.