Data & Gift Processing Coordinator

Monday to Friday | 37.5 hours per week 

Reporting to the Manager of Finance, the Data & Gift Processing Coordinator is responsible for the accurate, timely, and compliant processing of all charitable gifts and for ensuring the integrity of the donor database with the support of the Database Administrator.

While situated within the Finance team, this role works in close collaboration with the Fund Development team to support the Fund Development team with donor stewardship, acknowledgements, reporting, and fundraising initiatives. Accuracy, transparency, and consistency in gift processing are central to ensuring donors are properly recognized and stewarded, and that the organization maintains strong financial controls and donor trust.

This position is often one of the first points of contact for donors and plays a critical role in supporting positive donor experiences through accurate records, clear communication, and excellent service.

Key Responsibilities

Gift Processing & Financial Accuracy:

·         Accurately process and record all donations received by cheque, mail, phone, and online platforms in accordance with established Finance policies and procedures.

·         Ensure all gifts are correctly coded, reconciled, and linked to appropriate constituent records in the donor database.

·         Produce charitable tax receipts and acknowledgement letters in a timely and compliant manner.

·         Support Finance with reconciliation processes to ensure alignment between donation records and financial reporting.

·         Maintain strict confidentiality and internal controls related to donor and financial data.

Donor Database Management:

·         Maintain accuracy, integrity, and consistency of the donor database (Raiser’s Edge NXT), including creating and updating constituent records.

·         Research and update biographical and giving information to ensure donor records are complete and current.

·         Develop and maintain reports, dashboards, and lists to support Finance oversight and Fund Development needs.

·         Identify data discrepancies and work proactively with Finance and Fund Development to resolve issues.

Fund Development Support & Stewardship:

·         Support the Fund Development team by ensuring accurate and timely donor data to enable effective stewardship, recognition, and relationship‑building.

·         Coordinate acknowledgement processes and support stewardship initiatives, including thank‑you calls, recognition lists, and donor communications.

·         Respond to donor inquiries with professionalism and care, ensuring questions related to gifts, receipts, and records are addressed accurately.

·         Assist with donor communications by phone, email, and in person as required.

Collaboration & Administration:

·         Coordinate and supervise volunteers assisting with data entry during high‑volume donation periods.

·         Train volunteers on data accuracy, confidentiality, and database procedures.

·         Work collaboratively across Finance and Fund Development to continuously improve processes, workflows, and data integrity.

·         Assist with other administrative duties as assigned, including occasional support of organizational activities.

Position Requirements:

·         Minimum high school diploma; post‑secondary education in finance, accounting, or fundraising considered an asset.

·         Minimum of 3 years’ experience in a data entry or administrative role with customer service responsibilities; experience in a fundraising or donor services environment is an asset.

·         Working knowledge of fundraising or donor databases (Raiser’s Edge NXT preferred).

·         Exceptional attention to detail with a high degree of accuracy in data entry and record‑keeping.

·         Strong understanding of confidentiality and data protection.

·         Excellent organizational, interpersonal, and customer service skills.

·         Ability to manage multiple priorities and meet deadlines.

·         Strong communication skills, both written and verbal.

·         Ability to work collaboratively across teams while maintaining clear role boundaries.

·         Commitment to ethical fundraising practices and long‑term donor trust.

·         Comfort working occasionally outside regular hours.

·         Genuine concern for animal welfare.

·         Successful candidate will be required to complete a police information check arranged by CHS at their own expense.  

Benefits & Perks:

• 100% employer paid health and dental benefits for employees and their dependents.
• Wellness Spending Account.
• Vision coverage.
• Paid vacation, sick time, wellness days, and paid day off on your birthday.
• Matching RSP.
• Professional development opportunities.
• Discounts on CHS products and services, including adoption fees.
• Access to Employee and Family Assistance Program.
• Access to reduced rate counseling services.
• A commitment to accessibility and accommodations for different needs.

Closing date: Posting will remain open until a suitable candidate is found. 

We thank all applicants for their interest however only those selected for an interview will be contacted.  No phone calls or emails please. 

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