Coordinator, Gift Processing

The Ottawa Food Bank; Ottawa; On-site; CAD 57,000 - 71,000; Full time

Job summary

The Ottawa Food Bank is seeking a detail-oriented Coordinator, Gift Processing to join our team in Ottawa. This role helps ensure accurate and timely processing of donations, maintains donor records, and supports exceptional donor experiences.

Reporting to the Manager, Data & Donor Operations, you will handle tax receipting, donor support, and gift administration in a fast-paced environment. Ideal candidates will have post-secondary education in a related field, 2–3 years of relevant experience,

Qualifications

• Post-secondary education in a related field.
• 2–3 years of gift processing, donor services or fundraising admin experience.
• Experience with donor databases, preferably Raiser's Edge or Raiser's Edge NXT.
• Proficiency with Excel and Microsoft 365 applications.
• Experience supporting donor inquiries and providing responsive service.

Responsibilities

• Process donations across channels with accurate coding and receipting.
• Maintain donor records and receipting updates in Raiser's Edge.
• Prepare gift batches and supporting documentation for posting per procedures.
• Respond to donor inquiries and support tax receipting and donor communications.
• Coordinate with fundraising, finance, and external partners to ensure efficient gift administration.

Skills

Attention to detail

Organizational skills

Donor-focused service

Communication skills

Analytical

Fast-paced environment

Education

Business Administration

Finance

Accounting

Fundraising

Office Administration

Tools

Raiser's Edge

Excel

MS 365

Online giving platforms

Job description

Job Posting: Coordinator, Gift Processing
Type: Full-Time, Permanent Position
Location: Ottawa
Salary Range: $57,157 - $71,446 per year
Posting Date: November 9, 2026
Application Deadline: November 22, 2026
Expected Start Date: December 7, 2026

BACKGROUND

The Ottawa Food Bank is seeking a detail-oriented and collaborative Coordinator, Gift Processing to join our team. This role is integral to supporting the organization’s fundraising efforts by ensuring the accurate and timely processing of donations, maintaining the integrity of donor records, and contributing to an exceptional donor experience. The successful candidate will thrive in a fast-paced environment, demonstrate strong organizational and analytical skills, and be committed to supporting the Ottawa Food Bank’s mission of building a healthier, more food-secure community.

ABOUT US

The Ottawa Food Bank is the leading emergency food provider in the National Capital Region, supporting a network of nearly 100 community food programs. Each year, we respond to more than 556,000 visits, of which 37% are children, reflecting the ongoing and urgent need across our community.

Through the generosity of our donors, partners, and volunteers, we distribute approximately 8.3 million pounds of food annually, ensuring equitable access to nutritious food for individuals and families facing food insecurity throughout Ottawa.

SUMMARY

Reporting to the Manager, Data & Donor Operations, the Coordinator, Gift Processing is responsible for the accurate and timely processing of donations, tax receipting, donor record maintenance, and donor support. The position plays a key role in ensuring the integrity of fundraising data and delivering excellent service to donors.

Working closely with fundraising, finance, and external partners, the Coordinator supports high-volume donation processing, resolves donor inquiries, and helps maintain efficient gift administration processes. Through a strong commitment to accuracy, service, and continuous improvement, this role supports donor confidence and contributes to the Ottawa Food Bank's fundraising success.

MAJOR RESPONSIBILITIES

Gift Processing

• Process donations received through multiple channels, ensuring accurate coding, receipting, and documentation in accordance with established procedures.
• Enter and validate gift transactions in Raiser's Edge, maintaining accurate gift coding, including campaigns, appeals, funds, packages, and gift attributes.
• Processes recurring gift additions, upgrades, cancellations, payment changes, and maintenance requests.
  Process tribute gifts, matching gifts, pledge payments, recurring gifts, and gift adjustments.
• Generate tax receipts, acknowledgements, pledge reminders, tribute notifications, and related donor communications.
• Maintain day-to-day gift processing documentation and checklists and identify updates required as processes or systems change.
• Coordinate annual consolidated receipting activities and year-end gift processing requirements.

Donor Support and Gift Administration

• Respond to donor inquiries related to gifts, tax receipts, recurring donations, payments, tribute gifts, and account updates.
• Maintain donor records related to gift transactions, including payment changes, tribute requests, communication preferences, receipting updates, and account maintenance requests.
• Record donor interactions, inquiries, and related correspondence in Raiser's Edge.
• Escalate complex donor service, receipting, or gift processing issues as appropriate.

Transaction Review and Quality Control

• Prepare gift batches and supporting documentation for posting in accordance with established procedures and controls.
• Review and validate gift processing activity across fundraising systems and payment platforms to ensure accurate coding, receipting, documentation, and transaction integrity; investigate and resolve routine discrepancies.
• Perform batch balancing, gift verification, and quality control activities.
• Escalate complex discrepancies, exceptions, or processing concerns for review.
• Identify and correct routine gift processing data quality issues and identify recurring or more complex data integrity concerns as appropriate.

Administrative and Vendor Support

• Coordinate with third-party gift processing and donor service providers regarding donor updates, payment issues, recurring gift changes, tax receipt requests, and other gift processing matters.
• Participate in testing and validation of gift processing procedures, system enhancements, and workflow changes, and provide feedback on opportunities to improve day-to-day processes.
• Produce routine and ad hoc processing reports and supporting documentation as required.
• Actively participate in industry webinars, training opportunities, user groups, and vendor events related to gift processing and fundraising technology and share relevant learnings, updates, and insights with the team.

Telefundraising and High-Volume Campaign Support

• Coordinate the administration of OFB's annual Telefundraising program and other high-volume fundraising campaigns by processing campaign-generated gifts, pledges, donor updates, and related transaction activity in accordance with established business rules, privacy and data-handling requirements.
• Serve as the primary contact for campaign-related gift processing activities, coordinating with Fundraising, vendors, and internal stakeholders to support accurate and timely campaign results.
• Maintain campaign records and administer pledge-related activities, including monthly gift setup, fulfilment tracking, donor updates, payment exception handling, adjustments, and cancellations.
• Coordinate with internal teams and the Telefundraising service provider to resolve donor, data and gift processing issues and prepare related reports as required.

KNOWLEDGE AND COMPETENCIES

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills with the ability to manage competing priorities.
• Demonstrated commitment to providing responsive, donor-focused service.
• Effective verbal and written communication skills.
• Ability to identify routine issues, research information, and resolve problems independently.
• Sound judgement and ability to escape complex matters appropriately.
• Demonstrated adaptability and commitment to continuous learning, including new systems, technology, automated processes, and evolving gift processing practices.
• Ability to maintain confidentiality and handle sensitive donor and financial information with discretion.
• Ability to follow established procedures, business rules, and internal controls while identifying opportunities for day-to-day process improvements.

EDUCATION AND EXPERIENCE

An equivalent combination of education, training and directly relevant experience will be considered.

• Post-secondary education in Business Administration, Finance, Accounting, Office Administration, Fundraising, or a related field.
• Minimum 2-3 years of relevant experience in gift processing, donor services, fundraising administration, finance support, customer service, or a related administrative role.
• Experience working with donor databases, preferably Blackbaud Raiser's Edge or Raiser's Edge NXT, including gift entry, receipting, and donor record maintenance.
• Experience working in a high-volume, detail-oriented environment requiring accuracy and adherence to established procedures and deadlines.
• Demonstrated experience processing financial transactions, donations, payments, or other revenue-related activities requiring a high degree of accuracy, confidentiality, and adherence to controls.
• Experience supporting donor, customer, client, or stakeholder inquiries and delivering responsive service in a relationship-focused environment.
• Proficiency with Microsoft Excel and Microsoft 365 applications.
• Experience working with online giving platforms, payment processors, fundraising systems, or integrated business applications is considered an asset.
• Ability to work across multiple systems and understand how gift and donor information flows between platforms.
• Familiarity with CRA receipting requirements and charitable gift administration practices is considered an asset.
• Experience in the charitable or nonprofit sector is considered an asset.
• Comfortable learning and using new technology, including automated tools and workflows.
• Training or certification related to fundraising administration, data management, donor relations, accounting, business administration, or related disciplines is considered an asset.

RESPONSIBILITY FOR CONTACTS

The incumbent establishes and maintains effective working relationships with internal and external stakeholders to support gift processing, donor administration, and fundraising operations.

Internally, the role works closely with Fundraising, Finance, Marketing & Communications, Information Technology, and other organizational teams to coordinate gift processing activities, resolve transactional issues, maintain donor records, and support fundraising campaigns and reporting requirements.

Externally, the role communicates with donors, third-party gift processing vendors, payment service providers, Telefundraising partners, and other service providers regarding donation processing, tax receipting, donor record updates, recurring gifts, payment issues, and related inquiries.

PROBLEM SOLVING

The incumbent independently assesses, prioritizes, and resolves routine gift processing, receipting, data quality, and transactional issues within established policies, procedures, business rules, and regulatory requirements.

The role regularly investigates discrepancies, validates donor and gift information, identifies processing exceptions, researches donor inquiries, and determines appropriate corrective actions.

Issues requiring escalation include complex donor concerns, significant receipting errors, system-related issues, unusual gift transactions, privacy concerns, compliance matters, financial discrepancies, or situations falling outside established procedures or delegated authority.

SUPERVISION

This position does not have formal supervisory responsibility.

The incumbent may provide guidance, information, or process support to colleagues, temporary staff, volunteers, vendors, or service providers involved in gift processing activities, fundraising campaigns, or donor administration functions.

CONSEQUENCE OF ERRORS

Errors in gift processing, donor record maintenance, tax receipting, data entry, transaction coding, or donor communications could result in inaccurate financial records, receipting errors, delays in donor acknowledgements, donor dissatisfaction, reputational harm, compliance concerns, or loss of donor confidence.

Failure to identify discrepancies, maintain accurate records, follow established procedures, or appropriately escalation significant issues may impact fundraising operations, financial reporting, donor stewardship activities, and compliance with Canada Revenue Agency (CRA) requirements and internal controls.

WORKING ENVIRONMENT AND TRAVEL

The role is primarily performed in an office environment and involves extensive use of computer systems, donor databases, fundraising platforms, and other business applications.

The incumbent works in a fast-paced environment with periodic fluctuations in workload associated with fundraising campaigns, month-end activities, annual receipting, and year-end processing requirements.

Regular business hours are Monday to Friday; typically, 8:00 am to 4:00 pm; however, occasional flexibility may be required to support fundraising campaigns, year-end activities, system implementations, or other operational requirements.

Travel is not typically required; occasional attendance at meetings, training sessions, fundraising events, or vendor activities may be necessary.

PHYSICAL AND MENTAL REQUIREMENTS

The role requires sustained concentration while processing donor transactions, reviewing detailed financial and donor information, conducting data validation activities, and working across multiple systems.

LANGUAGE REQUIREMENTS

Excellent English-language communication skills, verbal and written, are required. French- language skills, verbal and/or written, are an asset.

COMPENSATION INFORMATION

The hiring range for this Level 2 position is $57,157 to $71,446. Placement within this range will be determined based on experience, qualifications, and in accordance with the Ottawa Food Bank's compensation policy.

The Ottawa Food Bank is committed to fostering diversity and inclusivity in our workforce. We actively encourage applications from individuals of all backgrounds, including those with disabilities and members of the 2SLGBTQI+ and BIPOC communities.

In our commitment to accessibility, the Ottawa Food Bank provides accommodations for persons with disabilities throughout the entire recruitment process. If you require accommodation, please inform your recruiter, and we will ensure that your needs are met.