Database Specialist

Toronto Film School; Kitchener; Hybrid; CAD 63,000 - 74,000; Full time

Benefits offered by this job

Hybrid work environment

HOOPP pension

4 weeks vacation

Job summary

Waterloo Regional Health Network Foundation is seeking a Database Specialist to ensure the donor database’s accuracy, integrity, and performance. You will support fundraising, stewardship events, and finance with data, reporting, and technical assistance in a fast-paced environment.

The role emphasizes donor data governance, CRA receipting standards, and collaboration with multiple teams, including training staff on database use and reporting tools.

Qualifications

• Donor-centered CRM skills with RE/RE NXT.
• Advanced Excel proficiency; Power BI is an asset.
• Experience with fundraising platforms like Trellis is a plus.

Responsibilities

• Maintain and administer the RE/RE NXT donor database.
• Develop queries, lists, dashboards, and custom reports.
• Process gifts and receipting; ensure CRA compliance.
• Train staff and provide database support across departments.
• Coordinate data integration and data quality initiatives.

Skills

CRM skills (RE/RE NXT)

Advanced Excel

Power BI

Education

Post-secondary education

Tools

Raiser’s Edge

Raiser’s Edge NXT

Job description

OVERVIEW

Reporting to the Manager, Database & Integrations, the Database Specialist is responsible for the accuracy, integrity, and performance of the Foundation’s donor database. This role ensures that donor and gift information is recorded consistently, securely, and in accordance with CRA charitable receipting standards. The Database Specialist provides essential data, reporting, retrieval, interpretation, and technical support to fundraising, stewardship events, and finance teams in a fast-paced environment to advance the Foundation’s mission.

KEY DUTIES AND RESPONSIBILITIES

Database administration & integrity:

• Maintain and administer the Raiser’s Edge & Raiser’s Edge NXT donor database
• Ensure consistent coding across records, including but not limited to campaigns, funds, appeals, attributes, package codes, solicitor assignments, and solicit codes
• Perform regular data integrity & cleansing effortsincluding but not limited to deduplication, global changes, table maintenance, cleanup of constituent profiles, review of gift data for accuracy.

Reporting, queries, & analytics:

• Develop and manage queries, lists, dashboards and custom reports to support fundraising strategy and operations
• Provide reports, data insights and analysis as needed to support the work of the development and events teams and movement through the donor journey, and to support the finance team in monthly and yearly reconciliation and audit tasks
• Supply data extracts for stewardship activities, direct mail, digital campaigns, donor segmentation, and prospect identification
• Experience developing and running complex queries in Raiser's Edge (RE) is considered a strong asset.

GIft entry oversight & compliance:

• Process, review, and import gift batches from various internal and external sources into Raiser's Edge, ensuring accurate coding and prompt receipt issuance.
• Ensure compliance with CRA receipting requirements, including documentation for pledged gifts, in-kind gifts, memorial/tribute gifts, and events
• Assist with month-end and year-end gift reconciliation processes with the Finance department
• Develop, maintain, and continuously improve internal process documentation for operational activities, including but not limited to gift processing, receipting, data entry, reporting, batch template maintenance, and other related business processes.

Systems integration and optimization:

• Work with external partners to ensure third-party connections to donor database are working correctly and troubleshooting when necessary
• Recommend enhancements to workflows, data architecture, and database configuration to improve efficiency and user experience
• Support implementation of new integrations or upgrades

Gift processing & receipting:

• Process gifts directly from diverse streams—including direct mail, online portals, tribute gifts, EFTs, event platforms (e.g., Trellis), estate gifts, gifts-in-kind, and Shopify—and ensure all data is accurately entered into Raiser’s Edge.
• Manage accounts with third-party donation platforms such as Canada Helps, My Tribute
• Coordinate receipting process including developing templates, troubleshooting, improving processes

User support & training:

• Maintain consistency and publish the campaigns, appeals and fund structure logic consistently across the RE & third-party platforms
• Serve as a responsive primary resource for database questions, providing timely support across departments in a fast-paced environment.
• Train new staff on database use, data standards, and reporting tools

REQUIRED EXPERIENCE & COMPETENCIES

• Donor-centered approach with strong CRM skills (RE/RE NXT) and advanced Excel; experience with Power BI is considered a strong asset.
• Experience with fundraising event management platforms (e.g., Trellis) is considered an asset.
• Exceptional attention to detail with high data accuracy and solid governance practices.
• Knowledge of CRA receipting, PIPEDA privacy standards, and key data structures (campaigns → appeals → funds → gifts).
• Skilled at designing clear coding structures and troubleshooting database issues and import errors.
• Experienced in leading, training, and supporting gift processing teams to ensure accuracy and consistency.
• Strong communicator and problem-solver with excellent organizational skills.
• Collaborative, proactive team member who handles sensitive donor data with professionalism.

EDUCATION & EQUIVALENT EXPERIENCE

• Post-secondary education in business administration, data management, information systems, fundraising, or equivalent combination of education and experience
• 2–5+ years working with donor databases in a nonprofit or charitable environment, ideally within health care or hospital foundations

ADDITIONAL REQUIREMENTS

• Willingness to work flexible hours, including occasional evenings and weekends.
• Police background check required.
• Commitment to the mission, vision, and values of Waterloo Regional Health Network Foundation and a passion for improving local healthcare.
• Valid driver's license and access to reliable transportation is considered an asset.

WHAT WE OFFER

• Salary Range: $63,240 to $73,950 commensurate with experience and success.
• Vacation: 4 weeks' vacation plus summer wellness days and additional float days.
• Benefits: Comprehensive benefits package, HOOPP defined-benefit pension, computer and mobile device provided.
• Work Culture: Hybrid and flexible work environment with regular in-person collaboration and a minimum of two days per week in the office.
• A mission-driven team where your voice matters and your professional growth is supported.