Donor Relations Specialist

Marberg Staffing; Toronto; Hybrid; CAD 39,000 - 45,000; Full time

Job summary

Marberg Staffing in Toronto is seeking a Donor Relations and Finance Administrator for a charitable foundation client downtown. This temporary role runs mid-October for about six months, with potential extension or direct-hire.

Hybrid work, 2–3 days onsite and 2–3 from home, with Thursday onsite anchor days. You will process donations, update donor records, prepare receipts, generate acknowledgments, and support board materials and financial reporting.

Qualifications

• Post secondary education in business or accounting related field.
• 3+ years of donor relations or financial administration in not-for-profit.
• Access to Indigenous worldview understanding is an asset.
• Strong MS Office and data entry skills; familiarity with donor databases.

Responsibilities

• Process donations received by mail, online, phone or events accurately.
• Enter and update donor, gift, pledge and campaign data in the donor database.
• Prepare charitable tax receipts in line with CRA requirements.
• Generate acknowledgements and donor communications.
• Support board/committee meetings and finance reporting processes.

Skills

Attention to detail

MS Office proficiency

English communications

Data entry

Bookkeeping knowledge

Education

Post secondary education in Business Administration, Financial Administration, Accounting

Tools

Excel

Outlook

QuickBooks Online

Salsa Engage

DonorPerfect

Job description

Donor Relations and Finance Administrator for charitable foundation client, downtown Toronto.

Job Type: Temporary.

Initial Term: Mid October for approximately 6 months, with possibility of additional extension or direct-hire. Should the position convert to full-time permanent employment, will be eligible for the organization benefits plan.

Existing Vacancy: Yes.

Target Compensation: From $28 to $33 per hour, according to experience.

Regular Work Hours: From 9 a.m. to 5 p.m. with one hour unpaid lunch break, Monday to Friday (35 hours per week). Additional paid hours on evenings and weekends periodically required to support quarterly Board and Committee meetings and seasonal special events. If you are open to working part time hours (less than 5 days per week), this is also a possibility, and can be further discussed.

Work Location: Hybrid, with 2-3 days per week onsite at client's downtown Toronto office and 2-3 days per week working from home. Thursdays are onsite anchor days. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Responsibilities Summary:

Work closely with organization's leadership team to support effective administration of donor relations, finance and business operations.

Donor Relations:

• Process donations received by mail, online, telephone, electronic transfer and fundraising events accurately and promptly.
• Enter and update donor, gift, pledge and campaign information in the donor database.
• Prepare and issue charitable tax receipts in accordance with Canada Revenue Agency requirements and organizational procedures.
• Generate personalized acknowledgement letters, thank-you correspondence, tribute notifications and other donor communications.
• Respond professionally and sensitively to donor questions regarding donations, receipts, payment information and giving programs, and refer to the appropriate team member as required.
• Maintain accurate donor contact information, communication preferences, consent records and relationship histories.
• Reconcile donation records with payment reports and financial records, investigating and correcting discrepancies.
• Work with external accounting firm to ensure all revenue and expense materials are delivered to ensure timely financial reporting.
• Generate reports from donation portals and prepare them for entry into Salsa Engage CRM system.
• Prepare and code invoices for submission to the bookkeeper for weekly processing.
• Regularly organize and maintain finance folder by uploading reports, statements, and relevant documentation.

Business Operations:

Support Executive Director with research, analysis and reports required for donors and partners, and with preparation of Board support materials and documentation.

• Provide administrative support to quarterly Board and Committee meetings, including organizing, attending and minuting meetings as required.
• Day-to-day office administration, including receiving and processing mail, email and telephone inquiries, filing and word processing and spreadsheet maintenance.
• Additional donor relations, financial processing and administrative support responsibilities as required.

Qualifications:

Education: Post secondary education in Business Administration, Financial Administration, Accounting, or similar discipline.

Preferred Work Experience: Approximately 3+ years of experience in donor relations, financial administration, or office administration within a not-for-profit organization.

Preferred Sector Experience: Demonstrated knowledge of Indigenous Worldviews through lived experience.

Technical and Language Skills Requirements:

• Proficiency in MS Office Suite including Excel, Word and Outlook (will be tested).
• Strong alpha numeric data entry skills (will be tested).
• Proficiency with QuickBooks Online an asset (may be tested).Working knowledge of bookkeeping practices and principles (may be tested).
• Familiarity with Salsa Engage, DonorPerfect or similar donor relations software an asset.
• Strong English language skills including business writing skills and conversational skills suitable for a diverse range of audiences. Professional telephone manners.
• Verbal fluency in additional language(s) an asset.

Task -Based Qualifications and Additional Attributes:

• A results-oriented professional who can synthesize and summarize information, track and manage multiple deadlines, and work independently while also being a positive and collaborative team member.
• Passion for creating streamlined systems and organizational files. Superior attention to detail, and organized, methodical approach to completion of tasks.
• Previous experience in a charitable organization or similar environment working with a small team.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both onsite and remote-based, abiding by organization health and safety policies.
• Ability to promptly provide qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.

Application Notes:

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.