Database Administrator

Association of Fundraising Professionals; Alliston; On-site; CAD 60,000 - 80,000; Full time

Job summary

A nonprofit organization in Ontario is seeking a full-time Database Administrator to manage their fundraising database. This role is crucial in ensuring data integrity, managing donation processing, and providing analytical insights for donor engagement. The ideal candidate will have experience in database administration, excellent communication skills, and a strong understanding of CRM platforms. A hybrid work arrangement offers flexibility in this important position.

Qualifications

• Minimum 2 years’ experience in database administration or a related role.
• Strong understanding of administrative and financial processes.
• Advanced proficiency in CRM platforms such as Bloomerang, Salesforce.

Responsibilities

• Manage the Bloomerang fundraising database and ensure data accuracy.
• Process donations and generate receipts according to guidelines.
• Create detailed reports for campaign tracking and strategic planning.

Skills

Database administration

Attention to detail

Communication skills

Customer service

Education

Post-secondary education in business or related field

Tools

Bloomerang

Salesforce

Microsoft Office Suite

Job description

POSITION SUMMARY

This is a full-time position (37.5 hours/week), typically Monday to Friday, with a hybrid work arrangement combining in-office and remote work.

The Database Administrator plays a critical and strategic role in the success of the Foundation’s fundraising and donor engagement efforts. Reporting to the Manager of Operations and Administration, this position is responsible for the management, integrity, and optimization of the Bloomerang fundraising database, which serves as the backbone of all donor relations, financial tracking, and reporting.

As a key member of the Foundation team, the Database Administrator ensures that donor data is accurate, secure, and actionable—supporting timely receipting, stewardship, campaign planning, and performance analysis. The role also contributes to broader organizational activities and collaborates across departments to ensure data-driven decision-making.

CORE RESPONSIBILITIES Database Management & Optimization

• Serve as the primary administrator of the Bloomerang fundraising database, ensuring data accuracy, consistency, and security.
• Design and implement data entry protocols and quality control measures to maintain high data integrity.
• Develop and maintain comprehensive documentation for database procedures and reporting standards.
• Lead database audits and data hygiene initiatives to ensure optimal performance and compliance.

Donation Processing & Financial Coordination

• Ensure timely and accurate entry of all donations, including online, EFT, payroll, and third-party gifts.
• Generate and issue donation receipts in compliance with CRA charitable receipting guidelines.
• Monitor the Foundation’s bank account to reconcile EFT donations and ensure completeness.
• Liaise with the bookkeeper to reconcile Bloomerang and Aplos financial systems.

Reporting & Analytics

• Create and deliver detailed reports for the Fund Development team to support strategic planning and campaign tracking.
• Generate donor segmentation lists for direct mail, email campaigns, and recognition initiatives.
• Provide data insights to support stewardship, donor retention, and fundraising performance.

Administrative & Event Support

• Prepare donor acknowledgement letters and mailing labels.
• Assist with Foundation events by managing invitation lists and donor communications.
• Act as backup for EA & Board Liaison duties, including monitoring Foundation email and gift processing.

Compliance & Documentation

• Ensure all donor documentation is scanned, stored, and disposed of in accordance with privacy and organizational policies.
• Support the preparation of year-end tax receipts and assist with the annual audit.

QUALIFICATIONS Required

• Post-secondary education in business, office administration, fundraising, or a related field—or equivalent experience.
• Minimum 2 years’ experience in database administration or a related role including running advanced queries and report generation.
• Advanced proficiency in CRM platforms such as Bloomerang, Salesforce, or Raiser’s Edge.
• Strong understanding of administrative and financial processes.
• Familiarity with CRA guidelines for charitable receipting.
• Exceptional attention to detail, organizational skills, and time management.
• Proficiency in Microsoft Office Suite and data formatting tools.
• Excellent communication and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred

• Experience in the not-for-profit or fundraising sector.
• Familiarity with creative tools such as Canva, Photoshop, or Illustrator.

RELATIONSHIPS/CONTACTS

• Manager of Operations and Administration – Direct supervision and strategic guidance.
• Foundation Team – Collaborative planning and execution of donor engagement activities.
• Board Directors & Campaign Cabinet – Provide data and support for campaign initiatives.
• Hospital Staff & Community Members – Support donor relations and promote Foundation visibility.
• Donors – Ensure accurate gift processing, receipting, and stewardship communications.