Donor Services & Gift Processing Administrator

Monday to Friday | 37.5 hours per week | Occasional evening and weekend work required

Reporting to the Director of Finance, the Donor Services and Gift Processing Administrator is a key member of the Finance team and is often the first point of contact for Calgary Humane Society’s valued donors and supporters.

The Administrator is responsible for accurately processing donations, issuing charitable tax receipts and acknowledgements, and maintaining complete and accurate donor records in Raiser’s Edge NXT. The position also provides responsive and professional service to donors and works closely with Finance, Fund Development, and other internal stakeholders to support effective donation administration, reporting, stewardship, and recognition.

The ideal candidate is highly organized, detail-oriented, and committed to providing an exceptional donor experience while maintaining the confidentiality, accuracy, and integrity of donor and financial information.

Key Responsibilities:

Donation Processing and Administration:

• Accurately process donations received by cheque, telephone, mail, online platforms, and other channels.
• Import online donations and accurately link gifts to the appropriate constituent records.
• Prepare and issue charitable tax receipts in accordance with Canada Revenue Agency requirements and CHS procedures.
• Produce individualized acknowledgement letters and other donor correspondence.
• Maintain complete and accurate donation records and supporting documentation.
• Work collaboratively with Finance to support donation reconciliation and resolve discrepancies.
• Follow established donation-processing procedures and recommend improvements that strengthen accuracy, efficiency, and donor service.

Donor Data and Systems Administration:

• Create and maintain constituent records in Raiser’s Edge NXT.
• Maintain the accuracy, consistency, confidentiality, and integrity of donor data.
• Research and update constituent contact and biographical information.
• Identify and correct duplicate, incomplete, or inaccurate records.
• Create and maintain dashboards, queries, lists, and routine reports.
• Perform regular data reviews and other database-maintenance activities.
• Provide donor database and reporting support to Finance, Fund Development, and other internal stakeholders as required.
• Support the effective use of donor systems by documenting processes and assisting users with routine database questions.

Donor Service and Stewardship:

• Respond to donor inquiries by telephone, email, and in person in a timely, professional, and compassionate manner.
• Research and resolve donor concerns, information requests, and donation-processing issues.
• Accept and process donations made by telephone, mail, and in person.
• Complete regular thank-you calls and other donor acknowledgement activities.
• Support donor recognition and stewardship activities, including maintaining recognition lists and preparing relevant correspondence and collateral.
• Provide donors with accurate information and appropriately refer fundraising, estate, securities, or other specialized inquiries to the appropriate staff member.

Volunteer and Administrative Support:

• Coordinate volunteer support during periods of increased donation volume.
• Train and provide day-to-day direction to volunteers assisting with data entry, record review, and donor thank-you calls.
• Perform other administrative duties as assigned.
• Assist with the feeding, cleaning, and enrichment of shelter animals during peak operational periods, as trained and required.

Position Requirements:

• High school diploma or equivalent; post-secondary education in business administration, accounting, nonprofit management, database administration, or a related field is considered an asset.
• Previous experience in donation processing, database administration, financial administration, customer service, or a related role is considered an asset.
• Experience using Raiser’s Edge NXT or other fundraising, donor-management, or customer relationship management software is considered an asset.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Exceptional attention to detail and a high degree of accuracy when entering, reviewing, and reporting donor and financial information.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet firm deadlines.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer-service skills, with the ability to interact professionally and compassionately with donors, volunteers, staff, and members of the public.
• Sound judgment and problem-solving skills, including the ability to research and resolve discrepancies and donor inquiries.
• Ability to analyze information, identify data-quality concerns, and recommend practical solutions.
• Ability to learn and use database systems, online donation platforms, and related technology.
• Ability to work effectively both independently and collaboratively.
• Ability to exercise discretion and maintain the confidentiality of donor, financial, and organizational information.
• Demonstrated initiative, adaptability, and willingness to assist with changing organizational priorities.
• Commitment to building positive, long-term relationships with donors and volunteers.
• Flexibility to occasionally work outside regular business hours.
• Genuine concern for the welfare of animals.
• Physical ability and comfort interacting with a variety of species, including cats, dogs, rabbits, birds, reptiles, and rodents.
• The successful candidate will be required to provide, at their own expense, a satisfactory criminal record check arranged by CHS.

Working Conditions:

·         Work is primarily performed in an office environment within an active animal-shelter setting.

·         Regular use of a computer, telephone and other office equipment is required, with extended periods of sitting and screen time.

·         Frequent interaction with donors, prospective donors, volunteers, community partners, staff and members of the public, both in person and through telephone and electronic communication.

·         Occasional evening and weekend work is required to support donor meetings, organizational events and fundraising activities.

·         Work involves managing competing priorities, meeting deadlines and responding to time-sensitive donor and organizational needs.

·         The position requires a high degree of discretion when handling confidential donor, financial and organizational information.

·         Work may involve exposure to emotionally sensitive situations and information concerning animals in distress, illness, neglect or end-of-life circumstances.

·         As the position is based in an animal shelter, occasional exposure to animals, animal-related noise, odours, dander and cleaning products should be expected.

·         Occasional movement and lifting of event materials, supplies or equipment may be required.

·         Work must be performed in accordance with CHS health and safety policies, privacy requirements and established animal-handling protocols.

Compensation:

·         Salary commensurate with experience and education.

What We Offer:

·         100% employer-paid health and dental benefits for employees and their eligible dependants.

·         Vision coverage and a Wellness Spending Account.

·         Employer-matched RSP contributions.

·         Paid vacation, sick time, wellness days and flex days, plus a paid day off for your birthday.

·         Professional development and career-growth opportunities.

·         Discounts on CHS products and services, including adoption fees.

·         Access to an Employee and Family Assistance Program and reduced-rate counselling services.

·         Free on-site parking.

·         A meaningful, mission-driven workplace where your work directly supports animals and people in the community.

Our Commitment to Inclusion:

The people and families we serve are diverse, and Calgary Humane Society is committed to building an inclusive workplace that reflects the community around us. We believe that different identities, lived experiences, perspectives, and abilities strengthen our organization and help us better support animals and the people who care for them.

We welcome applications from all qualified candidates and particularly encourage applications from people who have historically faced barriers to employment. We are committed to an accessible and equitable recruitment process, and accommodation is available at any stage upon request.

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