Donor Services Administrator

About the Position: This role drives the operational excellence, integrity, and strategic utility of Closer to Home’s CRM database. By bridging data management with donor stewardship, this role empowers the Fund Development team to optimize fundraising strategies, maintain exceptional donor relations, and ultimately maximize community impact.

Responsibilities: 

Database Administration & Compliance

• Serve as database administrator, maintaining accurate, current, and confidential donor records.
• Manage the Raisers Edge NXT database
• Ensure adherence to CRA tax receipt guidelines and update receipt templates as necessary.
• Manage 3rd-party fundraising platforms and conduct monthly reconciliations with accounting (CanadaHelps, Benevity, JustGiving).
• Lead an annual audit of the CRM database to ensure optimal record-keeping.

Data Governance & Documentation

• Handle key operational elements related to data management, structure, and governance.
• Collaborate with data stewards, quality analysts, and governance stakeholders to ensure data accuracy, completeness, and compliance.
• Develop and maintain data dictionaries, lineage diagrams, data catalogs, and documentation tools.
• Provide guidance on data definitions, quality rules, access/security, retention/archival, and data ethics/privacy.

Analytics, Reporting & Strategy

• Employ analytics to identify and advance fundraising prospects through the donor pipeline.
• Develop performance reporting tools and support a dashboard to monitor key metrics (including financial performance).
• Conduct comprehensive analyses, highlighting key insights and recommendations for donor strategies and fundraising initiatives.
• Lead or participate in organizational initiatives related to research, reporting, and analytics.
• Contribute to measuring/tracking organizational metrics, identifying trends, and benchmarking.

Donor Relations & Fund Development Support

• Communicate effectively with donors, volunteers, and employees, delivering high-level customer service.
• Monitor general donation inboxes.
• Manage in-kind gift requests
• Assist the Fund Development team with general operations (mail-outs, executing funder benefits in agreements).
• Generate donor segmentation reports to target and tailor communications for workplace partners.

Cross-Departmental Collaboration & Marketing

• Collaborate with Marketing to maintain logos for funder/partner pages, conduct quarterly audits, and liaise internally.
• Maintain an understanding of organizational operations and aligning grant opportunities.

Process Improvement & General Operations

• Review methodologies, procedures, and workflows; develop, implement, and train staff on techniques to improve efficiency.
• Analyze and identify process-based improvements to support ongoing strategic initiatives.
• Attend meetings, events, and perform other related duties as assigned.

Qualifications:

• Knowledge of eTapestry and Raiser's Edge NXT CRM database management experience is required
• High degree of proficiency in the use of databases, project management tools, and data analytic tools
• Degree/Diploma from a relevant post-secondary program is preferred, however, a combination of education and experience will be considered
• Prospecting research experience
• Pipeline creation and management
• Proven excellent writing and verbal communication skills 
• Proficiency in Microsoft Office and Google Suite required
• Ability to work well in both an independent capacity and in a team environment 
• Organized, detail-oriented, and highly deadline-driven
• Familiarity with knowledge APIs and self-serve automation tools is an asset
• Experience with relational database and object-oriented programming languages is an asset
• Completion of a Police Information Check and an Intervention Record Check upon hire and as requested

Required Competencies 

All positions at Closer to Home Community Services require (5) competencies: Instills Trust, Consumer Focus, Communicates Effectively, Situational Adaptability and Ensures Accountability. 

Closing Date: Until suitable candidate is found 

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

For more information on our organization, please visit our website at www.closertohome.com.

In the spirit of respect, reciprocity and truth, we honour and acknowledge that we are gathered on the ancestral lands of the Siksikaitsitapi (Blackfoot Confederacy), which is comprised of the Siksika, Kainai, Piikani and Amskapi Piikani Nations, and the shared territories of the Tsuut’ina Nation and Iyarhe Nakoda Nations, all of whom are the original signatories of the Blackfoot Treaty #7 in Southern Alberta. We also recognize Mohkinstsis (Calgary) as a home to members of the Metis Settlements and communities within Alberta.