Database and Stewardship Coordinator

Job Title: Database and Stewardship Coordinator
Salary Range: $52,000 - $65,174
Reports To: Foundation Executive Director

Full Job Description here

Qualifications:

• Experience in the nonprofit sector is preferred.
• Post-secondary education in a related field.
• Minimum of three (3) years of experience in database entry, reporting, and analysis using donor/customer relationship management software, preferably Raiser’s Edge.
• Strong knowledge of fundraising best practices, particularly in donation processing and tax receipting.
• Excellent analytical and problem-solving skills.
• High attention to detail and commitment to accuracy.
• Strong verbal and written communication skills, with the ability to represent SMHF in a professional and friendly manner.
• Demonstrated ability to maintain strict confidentiality.
• Ability to work independently and collaboratively within a small office environment.

Position Summary:

The Database and Stewardship Coordinator ensures the integrity and quality of gift entry, tax receipting, and donor query reports within Raiser’s Edge. This role is responsible for maintaining an accurate and up-to-date database while optimizing its capabilities. Additionally, the coordinator ensures timely and meaningful donor stewardship and collaborates closely with the Foundation Accountant on financial reconciliation.

Key Responsibilities:

Database Management:

• Enter and maintain donor and prospect data within Raiser’s Edge.
• Process and record all donations, including credit card transactions, monthly donors, cash, cheques, EFTs, estates/bequests, renewals, memorial donations, and new donor records.
• Coordinate and issue tax receipts accurately and in a timely manner.
• Record, track, and monitor pledges, ensuring timely pledge reminders.
• Maintain accurate and up-to-date donor records, including biographical details, interests, and obituary tracking.
• Conduct prospect research, update Raiser’s Edge actions, and track application and stewardship deadlines.
• Support online ticketing and receipting processes for special events.
• Provide training and support to staff on the effective use of Raiser’s Edge.
• Work with the Foundation Accountant on financial reconciliation, bank deposits, accounts payable, payroll, benefits, pensions, WSIB, and government remittances.
• Perform other related duties as required.

Donor Stewardship & Engagement:

• Generate queries and reports to support donor stewardship and management.
• Conduct donor pipeline research and development.
• Engage with donors through timely and effective recognition, including phone outreach.
• Adhere to the Foundation’s donor stewardship procedures to ensure timely and appropriate donor acknowledgments, recognition, and privacy protection.
• Assist in planning and executing the annual Donor Recognition Event, maintaining the Donor Wall of Distinction, and managing donor lists for newsletters.
• Identify major donors and special gifts, collaborating with the Executive Director, Foundation staff, and Board Chair for recognition efforts.
• Support direct mail and email fundraising campaigns.
• Assist with planning and executing special events.
• Perform other related projects and duties as assigned.

Core Values of SMHF:

The Database and Stewardship Coordinator is expected to uphold SMHF’s core values:

• Compassion
• Accountability
• Commitment
• Donor-Centered Approach
• Forward Thinking
• Fiduciary Integrity
• Competency

Health & Safety Responsibilities:

The Database and Stewardship Coordinator must comply with the Occupational Health & Safety Act (OHSA), including:

• Adhering to all workplace safety regulations.
• Using required protective equipment or devices.
• Reporting any safety concerns, hazards, or defects to a supervisor.
• Participating in a safety-first culture, preventing errors, and ensuring a safe environment.
• Completing the Ontario Ministry of Labour’s “Worker Health & Safety Awareness in 4 Steps” training and providing proof of completion.
• Providing proof of immunization and vaccination records to the Hospital’s Occupational Health and Safety Department.

Supervision:

This position does not have direct supervisory responsibilities.

Working Conditions & Employment Requirements:

• Work is conducted in various settings, including offices and meeting rooms.
• Potential for a hybrid remote work arrangement.
• Satisfactory Criminal Record Check required.

Hours of Work:

• Monday to Friday (37.5 hours per week).

Compensation & Benefits:

• Salary in accordance with the appropriate salary administration policy and procedures.
• Extended health benefits (for permanent full-time employees).
• Enrollment in the Healthcare of Ontario Pension Plan (HOOPP).

How to Apply:

To apply, please submit your cover letter and resume to Leah Walker at leah.walker@mahc.ca by February 17, 2025.