Position Summary
Reports To: Chief Executive Officer (CEO), Supports for Capital Campaign Cabinet
Status: Part-Time Contract Position (24-Month Contract – Immediate Start)
Location: Hybrid
The Donor Relations and Donation Administrator plays a key role in supporting the organization's fundraising and capital campaign objectives by managing donor records, processing donations and pledges, coordinating donor stewardship activities, leading grant writing efforts, planning fundraising and donor events, and providing administrative support. Reporting directly to the CEO, this position helps ensure an exceptional donor experience through accurate gift management, timely communication, meaningful donor engagement, and successful fundraising initiatives.
This role serves as a primary point of contact for donors and supports fundraising efforts by maintaining accurate records, producing reports, monitoring pledge commitments, coordinating events, securing grant funding, and ensuring compliance with charitable receipting requirements.
Key Responsibilities
Donation Processing & Database Management
- Process and record all donations, including cheques, credit cards, online gifts, electronic transfers, securities, and other forms of charitable contributions.
- Maintain accurate donor, gift, and pledge records within the organization's database.
- Monitor data quality and integrity by updating records, correcting errors, and eliminating duplicates.
- Generate donor lists, reports, acknowledgements, mailing lists, and correspondence as required.
- Ensure donor information is handled with the highest level of confidentiality and professionalism.
- Maintain accurate records to support fundraising, reporting, and financial reconciliation.
Donor Relations & Stewardship
- Serve as a primary contact for donor inquiries and provide exceptional donor service.
- Build and maintain positive, long-term relationships with donors through regular communication, stewardship, and engagement activities.
- Prepare and distribute charitable tax receipts, acknowledgment letters, donor recognition communications, and stewardship reports.
- Track donor interactions, communications, and stewardship activities.
- Coordinate donor recognition initiatives, appreciation events, tours, naming opportunities, and other engagement activities.
- Knowledge of donor record management and data stewardship principles, with experience using donor tracking and fundraising management systems considered an asset.
- Support the CEO and fundraising volunteers with donor profiles, briefing materials, meeting preparation, and follow-up communications.
- Assist in developing and implementing donor cultivation, stewardship, and retention strategies.
- Ensure donors receive timely, personalized, and meaningful recognition for their support.
Event Planning & Execution
- Plan, coordinate, and execute fundraising events, donor appreciation events, campaign celebrations, tours, and community engagement activities.
- Develop event plans, timelines, budgets, logistics, and communications.
- Coordinate venues, vendors, volunteers, sponsors, speakers, and event materials.
- Manage invitations, registrations, guest lists, event correspondence, and follow-up activities.
- Support donor engagement and stewardship opportunities through event participation and recognition activities.
- Evaluate event outcomes and prepare post-event reports, including attendance, revenue, and donor engagement results.
Grant Writing & Fund Development
- Research and identify grant opportunities from foundations, corporations, government agencies, and community funding organizations.
- Lead the development, writing, and submission of grant proposals, letters of inquiry, funding applications, sponsorship proposals, and funding requests.
- Gather and analyze organizational, program, and financial information required to support competitive funding applications.
- Develop compelling narratives, budgets, outcomes, and supporting documentation for grant submissions.
- Maintain and manage the grant calendar, ensuring all application, reporting, and stewardship deadlines are met. Monitor grant outcomes and funding commitments, and coordinate the collection of organizational, program, and financial information required to support grant applications and reporting requirements.
- Prepare and submit interim and final reports to funders, ensuring compliance with reporting requirements.
- Monitor grant outcomes and maintain accurate records of applications, awards, reporting obligations, and funding results.
- Work closely with the CEO and organizational leadership to identify funding priorities and develop strategies to secure new and ongoing revenue sources.
- Cultivate and maintain positive relationships with funding partners through ongoing communication, stewardship, and reporting.
- Track and report on grant revenue, funding opportunities, and application outcomes.
Pledge Management, Reporting & Reconciliation
- Track pledge commitments and payment schedules.
- Prepare and send pledge reminders and monitor outstanding balances.
- Reconcile donation records on a recurring schedule, with timing determined in collaboration with the Director of Finance.
- Prepare fundraising, campaign, donor, event, and grant activity reports for the CEO, Board, and Capital Campaign Cabinet.
- Monitor all fundraising activities to ensure compliance with the organization's financial control, CRA charitable receipting regulations, Hope Place Centres fundraising policy, gift agreement policy, and applicable regulatory requirements.
- Monitor progress toward fundraising and capital campaign goals.
- Responsibilities related to financial reporting and administration will be performed in partnership with the Director of Finance, who will provide guidance and oversight as required.
- Support audit and reporting requirements related to fundraising activities.
Administrative Support
- Provide administrative support to the CEO and the Cabinet related to fundraising, donor relations, grants, events, and campaign activities.
- Coordinate meetings, prepare agendas, minutes, presentations, and supporting materials.
- Manage fundraising correspondence, mailings, records, and documentation.
- Support volunteer committees and fundraising working groups.
- Maintain organized filing systems and administrative processes to support fundraising operations.
- Assist with special projects and other duties as assigned.
Qualifications
Education & Experience
- Diploma or degree in Business Administration, Non-Profit Management, Fundraising, Communications, Accounting, Event Management, or a related field.
- Minimum 2–5 years of experience in donor relations, fundraising administration, grant writing, event planning, non-profit administration, or office management.
- Demonstrated experience researching, writing, and securing grants from foundations, corporations, and/or government funding programs.
- Experience working with donors, volunteers, boards, fundraising campaigns, or grant-funded programs is considered an asset.
Technical Skills
- Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
- Experience with fundraising reporting, database management, grant tracking, and financial reconciliation.
- Experience using fundraising, event management, and grant management platforms is an asset.
Knowledge, Skills & Competencies
- Excellent interpersonal, relationship-building, and donor stewardship skills.
- Strong written and verbal communication abilities, including professional grant and proposal writing.
- Exceptional attention to detail and accuracy.
- Strong organizational, project management, and event coordination skills.
- Ability to manage multiple priorities and deadlines simultaneously.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Strong analytical and problem-solving skills.
- Knowledge of CRA charitable receipting requirements and fundraising best practices.
- Ability to work independently while collaborating effectively with staff, volunteers, donors, funders, and community partners.
- Commitment to delivering an exceptional donor and funder experience.
Success Measures
Success in this role will be demonstrated through:
- Accurate and timely processing of donations, pledges, and donor records.
- Strong donor satisfaction, engagement, retention, and stewardship.
- Reliable and up-to-date donor, grant, and fundraising records.
- Successful planning and execution of fundraising and donor events.
- Timely submission of high-quality grant applications and funder reports.
- Successful acquisition of grant funding and sponsorship support.
- Timely issuance of tax receipts and donor acknowledgements.
- Accurate financial reconciliation and reporting.
- Effective support to the CEO and achievement of organizational fundraising goals.
- Flexibility to attend on-site and off-site events outside of regular work hours, including evenings and weekends, is required to support fundraising and organizational initiatives.
Pay: $37.00-$45.00 per hour
Work Location: In person
