Collingwood School is a gender-inclusive day school located on two campuses in West Vancouver, BC. Our vision is socially responsible students pursuing passions for a better world. We are committed to contributing positively to our local and global communities, environmental stewardship, and supporting the well-being and inclusion of all people. Through the pursuit of passions, students will find their unique purpose in the world.
At Collingwood, we seek faculty and staff who work together to ensure everyone feels a sense of belonging. We are a vibrant community of passionate educators and learners, dedicated to excellence and continuous improvement. We live our values of courage, curiosity and community to be in service of others and are inspired by our mission to inspire and support young people for meaningful lives. Be part of inspiring students to pursue their passions for a better world.
We are committed to advancing equity, diversity, and inclusion within our community and to fostering a barrier-free workplace. We encourage applications from all qualified candidates, including Indigenous Peoples, Black people, people of colour, persons with disabilities, and individuals of all genders, gender identities, and sexual orientations, including members of the 2SLGBTQ+ community.
Collingwood recognizes that diversity enriches our learning environment and strengthens our ability to support and inspire students. We welcome candidates who will contribute to the diversity of perspectives, experiences, and backgrounds within our school community. Accommodation is available to applicants throughout the recruitment and hiring process. If you require accommodation, please contact us, and we will work with you to meet your needs in accordance with applicable legislation.
We are looking for an experienced Advancement Database Officer to join our school. This role ensures the accuracy, consistency, and integrity of the Advancement database (Raiser's Edge) and plays a key role in gift processing, reporting, donor stewardship, fundraising operations, and data-informed decision-making. This is a full-time permanent position that will start early to mid August, 2026.
Responsibilities
Database Management and Reporting
- Maintain and update the Raiser’s Edge (RE) database with precision and consistency
- Ensure data integrity through proper formatting, coding, de-duplication, and system audits
- Build and maintain queries, exports, and reports for mailings, donor segmentation, event outreach, and stewardship
- Review reports, queries, and constituent data for accuracy, completeness, and appropriateness before distribution
- Proactively identify data discrepancies, missing information, or workflow concerns and take appropriate action to resolve them
- Support departmental giving initiatives through data management, reporting, segmentation, gift processing, and stewardship tracking. Work with our Director of Advancement and our Annual Giving and Parent Engagement Officer on generating our Annual Donor Support
- Generate regular reports and analysis to support Advancement planning, leadership decision-making, and Board reporting.
Gift Processing & Financial Oversight
- Process and tax-receipt all philanthropic gifts promptly (within 2 weeks), including cheques, EFTs, pledges, online donations and issuing tax receipts
- Ensure donor intent, gift designation, and supporting documentation are confirmed and accurately reflected before processing
- Ensure gifts, pledges, donor intent, and constituent records are processed and maintained accurately and in accordance with Advancement procedures.
- Escalate discrepancies, missing information, or unusual gift activity for clarification before processing
- Ensure timely issuance of tax receipts and personalized acknowledgement letters in accordance with the Advancement Stewardship Matrix
- Work with Finance to support reconciliation, quarterly reporting, and year-end audit
- Maintain accurate pledge tracking and generate monthly reminders
Prospect Data & Research Support
- Support the identification of potential donors using existing data sources and public research tools
- Maintain accurate records of donor interactions, stewardship activity, and relationship information to support fundraising strategy and donor engagement
- Support Advancement colleagues with research briefs and data-informed insights
- Maintain accurate records of donor moves, engagement activity, and relationship information to support cultivation and stewardship strategies.
Strategic and Project Support
- Support donor segmentation and list preparation for communications, events, and fundraising priorities
- Help build the data infrastructure that supports long-term donor engagement, stewardship, and fundraising strategy.
- Take ownership of assigned projects and workflows from initiation through completion, ensuring deadlines, follow-up actions, and deliverables are met
- Assist with administrative projects and tasks across the Advancement team as needed
- Communicate proactively regarding competing priorities, workload concerns, project risks, and support required to meet deadlines
- Recognize when information is incomplete, unclear, or inconsistent and proactively seek clarification before proceeding.
Provide general administrative support
- Monitor and manage the [email protected] inbox with professionalism and responsiveness
- Assist with RSVP list coordination and logistics for Advancement events
- Attend and support Advancement events as needed (occasional evening/weekend hours)
- Support and manage our Industry Skills Database
- Additional duties as required
Required qualifications
- 4+ years of experience managing databases; Raiser's Edge experience strongly preferred
- Experience supporting fundraising campaigns through database management is an asset
- Strong proficiency in Microsoft Excel and working with datasets
- Familiarity with donor research, prospect management, and data-informed fundraising is an asset.
- Understands how donor data, gift processing, stewardship records, and constituent information directly support donor relationships and institutional trust
- Excellent attention to detail and ability to maintain high data accuracy
- Discretion and good judgment in handling confidential information
- Demonstrated ability to take ownership of work, follow through on tasks, and manage responsibilities independently
- Demonstrated ability to identify issues, assess risk, and escalate concerns proactively before they affect timelines, data integrity, or donor experience.
- Organized and able to manage multiple priorities effectively
- Strong problem-solving skills and ability to exercise sound judgment when information is incomplete or unclear
- Proven ability to communicate proactively and effectively regarding priorities, risks, timelines, and support needs
- Understands the importance of donor trust, confidentiality and constituent experience
- Canadian residency and legally entitled to work in Canada
Our “Must Haves”
- Respect, dignity and inclusion for all members of the community
- Collaborative mindset and courageous approach to adversity
- Demonstrated communication skills (oral and written)
- Creative “out-of-the-box” thinker
- Flexible and adaptable and embraces change
- Proven work ethic with utmost integrity
- Enthusiasm, eagerness and genuine interest in all aspects of the school’s success
- Self-awareness, with a desire for constant self-improvement (goal-oriented)
We offer professional development opportunities, competitive salaries, a generous benefits package, including RRSP, Personal Days, access to an Employee and Family Assistance Plan, and access to a Health Spending Account, health and wellness initiatives, along with one of the most beautiful locations in Canada to work!
The hiring range for this position is from $51,638 to $58,092. Candidates with strong skills and experience may be considered for a higher starting salary.
This recruitment is being led by Gerard Search on behalf of Collingwood School. Please visit: https://app.loxo.co/job/MjYzNDMtbzc0anNrZjVybHAzd2JuMA==
Application deadline: We are accepting rolling applications until the position is filled.
