Donor Services Administrator

Closer To Home Community Services Society; Calgary; On-site; CAD 47,700 - 58,300; Full time

Benefits offered by this job

Disability, Life and AD&D Insurance

Extended Health & Dental Coverage

Wellness Days

RRSP Matching

Training and Professional Development

Employee Assistance Program

Job summary

Closer To Home Community Services Society in Calgary, Alberta, is seeking a Donor Services Administrator to manage donor records and CRM systems, supporting the Fund Development team to optimize fundraising strategies and maximize community impact.

You will ensure data integrity, conduct monthly reconciliations with accounting platforms like CanadaHelps and Benevity, run donor segmentation reports, and develop dashboards to track key metrics while upholding data ethics and privacy standards.

Qualifications

• Knowledge of RaiserEdge NXT CRM database management is required
• High proficiency with 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
• Excellent writing and verbal communication skills
• Proficiency in Microsoft Office and Google Suite
• Ability to work well independently and in a team
• Organized, detail-oriented, and deadline-driven
• Familiarity with APIs and self-serve automation tools is an asset
• Experience with relational databases and OO programming languages is an asset
• Police Information Check and Intervention Record Check upon hire and as requested

Responsibilities

• Maintain donor records in the CRM database and ensure confidentiality
• Collaborate with fundraising and data teams to support donor strategies
• Develop and maintain data dictionaries, lineage diagrams, and data documentation tools
• Provide guidance on data definitions, quality rules, access/security, retention/archival, and data privacy
• Produce donor segmentation reports and dashboards to monitor fundraising metrics
• Conduct analyses and provide insights to inform donor strategies and initiatives
• Lead or participate in research, reporting, and analytics projects
• Contribute to measuring and tracking organizational metrics and trends
• Support general operations of the Fund Development team (mail-outs, funder benefits)
• Collaborate with Marketing on funder pages and quarterly audits

Skills

CRM databases

Data analysis

Writing & communication

Team collaboration

Education

Post-secondary degree/diploma

Tools

Raiser\'s Edge NXT

eTapestry

Microsoft Office

Google Suite

Job description

Donor Services Administrator

Closer To Home Community Services Society Calgary, Alberta, Canada

About this position

About Closer To Home Community Services

Closer to Home Community Services (CTH) is a non-profit organization located in Alberta since 1995. CTH provides a wide range of services designed to meet the unique needs of children, youth and families. Be a part of an innovative team that envisions a world where “every child is thriving within supportive family and community relationships”. Join in our mission to facilitate growth and belonging in communities of meaningful relationships and where our integrity is grounded in evidence-based practice authentically informed by, and connected to, diverse cultural wisdom. Together, we will journey with children and families to uncover strength, hope and healing, creating new possibilities for a brighter future.

CTH is committed to diversity, equity, inclusion and belonging for all; including different cultural backgrounds, spiritual beliefs, and sexual and gender diversities. We strive to be an employer of choice with a focus on wellness and connection.

Company benefits include:

• Disability, Life and AD&D Insurance
• Extended Health & Dental Coverage
• Additional Health Spending Account
• Employee Assistance Program
• Wellness Days
• RRSP Matching
• Company Events
• Training and Professional Development

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 Raiser\'s 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.
• 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.

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: I ns tills 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.

Salary:

53,000 CAD per year (Calgary & Area)