Matching Gift Specialist – UNIVERSITY OF WATERLOO

The Matching Gift Specialist is accountable for the oversight of all matching gifts, complex third-party donation processes and database updates for the Office of Advancement. This position is also responsible for all gift processing, receipting and acknowledgements for the University’s two international foundations and must follow all rules governing charitable organizations in those countries.

The role will develop and execute the program for matching gifts by identifying potential recipients, increasing data viability,
communicating the benefits, acknowledging receipt, promoting the program and reporting on activity.

Salary Range:  $48,860-$73,291

Posted On:  May 30, 2023

Closing On:  June 23, 2023

Location:  Waterloo, Ontario

Employment Type:  Full Time

Level:  Junior

Salary Range:  $48,860-$73,291


Submitter email:

Primary Purpose

In addition, the role will be knowledgeable in all functional activities related to alumni, donor and prospect records and donation processing in order to provide back-up and support to the Alumni and Donor Services team.
Matching and third-party gifts are an increasing source of donation revenue and have evolved to be predominately web-based with the necessity to meet complex and regulatory requirements of specific industries and companies.  The Matching Gift Specialist will play a vital role in recommending and implementing a matching gift program that increases revenue and enhances both individual and corporate donor relationships.

Key Accountabilities
Development and implementation of a comprehensive matching gift program

• Processes and follows up with matching companies on all matching gift applications submitted for the University
• Processes all matching gift cheques, credit card payments and wire transfers according to the guidelines or policies of the University and matching companies
• Ensures matching gift forms are completed accurately, gifts are confirmed and, validated and approves gifts for matching on a variety of web platforms or paper process and provides the matching gift corporate partner with the necessary forms for payment to the University
• Updates company information using a variety of sources to maintain matching gift eligibility and look for ways to increase company giving
• Monitors & reconciles matching gift pledges and payments with UW banking and follow up on discrepancies
• Communicates with the fundraisers, ADS team or departmental contacts in obtaining additional data for matching gift eligible donors aimed at increasing matching gift revenue for the University
• Utilizes knowledge of rules and regulations of both CRA and IRS and industry specific standards and best practices related to matching gifts when processing gift transactions

Job Description

• Collaborates with, and provides technical advice to, Annual Giving team on implementation and backend support of ongoing solicitation and revenue generating activities to maximize matching gift opportunities
• Monitors and researches changes in corporate matching gift policies and procedures to ensure compliance.
• Researches, streamlines and accurately enters matching gift donation revenue into the advancement database
• Follows up by automated process and/or personal interaction on status of unpaid matching gift claims
• Obtains and maintains detailed instructions, passwords and access to any matching gift platforms with which the University interacts
• Creates messaging and assists with managing marketing efforts to promote matching gift opportunities in coordination with Advancement Marketing and Communications, and Annual Giving team

Development and implementation of processes for accepting, posting and receipting third-party gifts

• Manages all the processes for tracking and receipting gifts from the University’s two international giving foundations, The Friends of the University of Waterloo Foundation and the University of Waterloo Hong Kong Foundation
• Uses knowledge of IRS and Hong Kong Inland Revenue requirements to issue receipts and track donation revenue on the advancement database and separate database for each foundation.
• Collaborates with the Alumni and Donor Services Manager or Finance Officer to set up accounts and access to third party giving platforms as they arise
• Liases with UW Banking to track EFT revenue coming from new or unknown third party giving platforms and communicates with corporate or donor contacts to seek clarification
• Acts as main point of contact for third-party giving administrators (i.e. United Way, Canada Helps, Benevity etc.)
• Uses knowledge of regulatory (CRA/IRS) and industry specific standards and best practices related to third party giving when processing donations
• Creates and maintains detailed instructions for each platform on how to receive and process donation files
• Maintains a comprehensive Third Party Giving Platform Inventory, including payment details, platform access and other relevant data points

Communication and Relationship Management

Provide advice, training and direction on Matching Gifts and third-party giving policies, procedures, and best practices
• Communicates directly with individual donors to make the match process as effortless as possible
• Communicates with internal and external constituents to clarify donor intent and ensure the proper information required by auditors for substantiation of recorded transactions.
• Coordinates and liaises with corporate donation or payroll departments in regards to administration their matching gift programs; trouble-shoots and resolves any issues that arise
• Acts as campus resource on matching and third-party giving policies, procedures and processes
• Works with Advancement colleagues to ensure that University gift policies and procedures for matching gifts are understood and followed
• Maintains knowledge of best practices in recording, and processing matching gifts and third-party gifts as well as CRA and IRS rules and regulations

• Assists with training Alumni & Donor Assistants on recording Matching Gifts and third-party gift

Support Ongoing Improvement Initiatives

• Creates, reviews and updates complex gift matching procedures for both internal and external stakeholders
• Collaborates with Manager Data Quality to ensure integrity of data
• Assists and supports special projects within the Office of Advancement

• Is knowledgeable, trained and able to perform all functions of the Alumni and Donor Services Assistant as required
• Other duties as assigned

Required Qualifications

• Post-secondary education and/or equivalent work experience

• 2-3 years gift processing, data entry bookkeeping and/or general accounting knowledge and experience on an enterprise level database
• Fundamental understanding of accounting/fiscal record keeping, cash handling
• Knowledge of University of Waterloo and Advancement policies and procedures would be an asset
• Demonstrated experience working in a computerized financial environment including reconciliations
• Experience in an employed or volunteer capacity in the charitable or not for profit sector is preferred


• Ability to take initiative, think critically, solve problems, influence and recommend business improvements
• Sound knowledge of CRA/IRS guidelines, privacy regulations, and charitable sector rules and regulations
• Excellent donor-centered communication skills, both written and oral
• Exceptional attention to detail with ability to apply a high degree of accuracy to work and strong organizational skills.
• Proficiency in gift processing preferably with Raiser’s Edge; experience with alternative customer relationship management (CRM) database or financial system may be substituted
• Proficiency in a network environment with Windows with a variety of software applications including email, Excel, Word and web navigation
• Ability to handle and prioritize multiple tasks and complete work in a timely manner
• Ability to handle confidential matters with a high level of integrity
• Able to work in an independent and team environment

Nature and Scope

Contacts: External Stakeholders: Effectively communicate with individual alumni and donors with discretion, sensitivity and confidentiality. Liaise effectively with corporate representatives to facilitate processes. Internal Stakeholders: Seek clarification, discuss information and troubleshoot problems with all units in a decentralized Advancement unit.
Level of Responsibility: This position is accountable to the Manager, Alumni and Donor Services for oversight of matching and third party gift processing for the Office of Advancement, including implementation of new matching gift arrangements and program recommendations.
Decision-Making Authority: Applies specialized knowledge in making decisions. Decisions are predominately based on pre-determined guidelines and processes. May also be required to make decisions by weighing several factors, some of which are partially defined and entail missing pieces of critical information. Supports and acts on decisions.
Physical and Sensory Demands: Moderate sensory demands typical of a position requiring concentration and attention to detail in a customer focused environment with regular interruptions and competing priorities.
Working Environment: Exposure to conditions typical of working in an office environment. There is moderate exposure to disagreeable conditions in the form of disgruntled customers. No travel required, occasional weekend and evening work may be required.