Donor Database Administrator

Purpose: Reporting to the Director of Operations, the Donor Database Administrator is responsible for maintaining the integrity of the Foundation’s donor database and ensuring the accurate processing and reconciliation of all gifts. Acting as a key point of contact for donors, volunteers and community stakeholders, the role is responsible for maintaining the integrity of the Foundation’s donor database, supporting fundraising initiatives and ensuring accurate financial and administrative processes.

This position plays a critical role in supporting donor stewardship, enabling data-informed decision-making and enhancing operational efficiency across the organization. The Donor Database Administrator serves as the primary steward of the Foundation’s donor data, ensuring the integrity and reliability of information. Through strong coordination, attention to detail and collaborative engagement with internal and external partners, the Database Administrator contributes to the successful execution of fundraising activities and the advancement of the Foundation’s strategic priorities. This role also ensures the timely and compliant processing of all donations and the issuance of charitable tax receipts in accordance with Canada Revenue Agency regulations

Duties & Responsibilities

1. Data Management

· Maintain and administer the Foundation’s donor database (Blackbaud Raiser’s Edge NXT), ensuring all donor, gift, pledge and campaign information is accurate, complete and up to date;

· Oversee the full gift processing cycle, including timely and accurate entry of donations, pledge tracking and issuance of charitable tax receipts in compliance with CRA regulations and Foundation policies;

· Ensure all donor and financial information is managed in accordance with privacy legislation, donor confidentiality standards and Foundation policies;

· Establish and execute regular data integrity protocols, including audits, duplicate management, data standardization, and ongoing validation to ensure reliability and consistency of records;

· Develop, generate and analyze standard and custom reports (donor activity, campaign performance, revenue tracking and pipeline metrics) to support fundraising strategies and leadership decision-making;

· Support donor stewardship and relationship management by maintaining accurate records of interactions, recognition and communication preferences;

· Collaborate with the Director of Operations and internal stakeholders to ensure data alignment across systems, campaigns and reporting requirements;

· Collaborate with the Director of Operations to identify opportunities to enhance database functionality, improve data processes and optimize reporting capabilities to support organizational effectiveness.

2. Financial Reconciliation

· In collaboration with the Operations Coordinator, process donations received through multiple channels including online giving platforms, events, mail, third-party fundraising and corporate contributions.

· Perform regular reconciliation between the donor database (Raiser’s Edge NXT) and financial systems to ensure accuracy and alignment of all revenue records, including donations, pledges and event-related income;

· Maintain detailed and accurate financial tracking of donations, ensuring proper coding, fund allocation and adherence to donor intent and organizational policies;

· Support the Director of Operations in month-end and year-end financial processes by preparing reconciliation reports and supporting documentation for internal review and external audit purposes;

· Generate timely and accurate financial and fundraising reports, including revenue summaries, variance analysis and campaign performance updates for leadership and Board reporting;

· Generate donor segmentation lists and data extracts to support direct mail, digital campaigns, stewardship activities and event invitations;

· Monitor and track receivables, including outstanding pledges and commitments and support appropriate follow-up and reporting;

· Assist the Director of Operations in the development and maintenance of budgets related to fundraising activities and database operations;

· Maintain appropriate documentation and audit trails for all gifts and financial transactions;

· Identify discrepancies, investigate variances and implement corrective actions to ensure financial accuracy and accountability;

3. Provides day-to-day administrative support by:

· Providing occasional reception duties such as answering the telephone, preparing correspondence, responding to general enquiries, accepting donations and requests for information;

· Effectively and professionally greeting and communicating with all visitors to the office and developing positive working relationship with volunteers and donors;

· Maintain an accurate filing system, creating files and records, and updating files and records as needed;

· Ensuring distribution/handling of all incoming/out-going mail, recording cheques and invoices received as well as pledge reminders to donors;

· Provide logistical support for events, meetings, and fundraisers;

4. Performs other duties such as:

· Assisting with a variety of special projects, events and other office functions as needed;

· Aid in assuring safe work practices for the Foundation staff at all times by keeping an eye on any potential hazards or hazardous materials and reporting any potential risks to manager on a timely basis;

· Ensure the timely maintenance of the Foundations office building and equipment to ensure the building is safe and functional.

5. Qualifications

· Highly proficiency in Raisers Edge NXT or similar donor database software;

· Completion of a related post-secondary program, or equivalent combination of education and experience;

· Minimum of two years of related experience in a similar role;

· Experience with online donation platforms, CRM integrations and fundraising reporting tools considered an asset.

· Proficiency in the use of Microsoft Office (Word, Excel, Outlook and PowerPoint);

· Excellent judgement and discretion to deal with confidential and sensitive information;

· Experience in financial administration within a not-for-profit or charitable organization;

· Strong analytical mindset with the ability to interpret data trends and translate insights into actionable information.

· knowledge of fund accounting practices;

· Familiarity with CRA/charitable receipting requirements and other compliance standards in the non-profit sector;

· Strong understanding of financial reconciliation processes within a donor-funded environment;

· Excellent interpersonal and communication skills with a high level of integrity and diplomacy to interact with donors, volunteers and stakeholders in a collegial, cooperative and respectful manner;

· Effective problem-solving skills;

· Highly organized with exceptional attention to detail;

· Collaborative team player with a proactive and adaptable mindset.

6. Working Conditions

· Must be able to lift up to 30 lbs occasionally;

· Local travel required for events and meetings;

· Work in-office 5 days a week;

· Some weekend and evening work related to events.

7. What You Will Enjoy

· A rewarding opportunity to contribute to a leading not-for-profit organization committed to excellence, innovation and meaningful community impact.

· A collaborative and supportive work environment that fosters creativity, continuous improvement and shared success.

· A reduced summer schedule, featuring 5-hour Fridays to support work–life balance.

Pay: $45,000.00-$57,000.00 per year

Application question(s):

• How many years of donor database experience do you have?

Work Location: In person