Philanthropy Coordinator

Big Sisters; Vancouver; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Salary range $55,000–$60,000 CAD per年

Job summary

Big Sisters seeks a dedicated Philanthropy Coordinator to support fundraising success through philanthropy operations, database management and donor stewardship. You will maintain donor records, process gifts, generate reports and coordinate timelines across campaigns, events and departmental projects.

The role also offers administration support for the Director and philanthropy team, with a focus on accurate data, timely communications and ongoing improvements to systems and workflows.

Qualifications

• Two to four years of relevant experience in philanthropy, fundraising, stewardship, database administration, non-profit operations or a related field.
• Post-secondary education in a related field, or an equivalent combination of education and experience.
• Experience with a donor database or CRM; Microsoft Dynamics 365 and Omatic experience are assets.
• Strong organizational, project coordination and administrative skills, with excellent attention to detail.
• Strong written and verbal communication skills and the ability to build warm, professional relationships.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Understanding of donor confidentiality, privacy and ethical fundraising practices.
• Ability to work independently and collaboratively in a busy, team-oriented environment.
• Demonstrated commitment to justice, equity, diversity and inclusion.

Responsibilities

• Maintain accurate donor, gift, relationship and communication information in the donor database.
• Support timely gift processing, documentation, acknowledgements, pledge tracking and internal communication.
• Produce donor lists, reports and queries for stewardship, campaigns, events and analysis.
• Complete regular data reviews and cleanup, support consistent data-entry practices and protect donor confidentiality.
• Coordinate fundraising, stewardship, reporting and renewal timelines, agreements and shared tracking tools.
• Work with Finance and other teams on gift reconciliation, reporting and information accuracy.
• Identify and help implement improvements to philanthropy systems, procedures and workflows.
• Coordinate timely, personalized stewardship that helps donors feel appreciated, informed and connected to their impact.
• Prepare acknowledgements, thank-you letters, impact updates, recognition materials, donor profiles and meeting briefs.
• Helps maintain stewardship schedules and track donor touchpoints, commitments and follow-up for individuals, corporate partners, foundations and sponsors.
• Use Omatic to support the flow of gift and engagement data between systems, including field mapping, record matching, duplicate prevention and data validation.
• Use complete and consistent supporter data to support donor segmentation, prospect identification and timely stewardship and acknowledgement workflows.
• Coordinate donor recognition, milestone acknowledgements, event follow-up and actions arising from donor and partner meetings.
• Coordinate guest lists, invitations, registrations, ticket allocations and ticket tracking, ensuring accurate and current information across systems.
• Support event-day logistics and coordinate post-event acknowledgements, donor follow-up, and reconciliation of guest and giving information.
• Work across teams to ensure donor and sponsor commitments are delivered accurately and on time.
• Prepare regular philanthropy reports, revenue updates, donor and prospect lists, pipeline information and stewardship progress reports.
• Compile and verify information for leadership, committee and Board reporting, ensuring materials are accurate, clear and delivered on time.
• Support campaign, event and revenue reconciliation by maintaining consistent records and coordinating information with Finance and other teams.
• Maintain departmental trackers, shared files, agreements and records, and support expense tracking, invoices and document retention.
• Assist the Director and philanthropy team with meeting scheduling, agendas, presentations, briefing materials, notes and follow-up actions.
• Contribute to team planning and other priorities that support the philanthropy department and organization.

Skills

Organizational skills

Project coordination

Administrative skills

Written & verbal communication

Microsoft 365 proficiency

Donor confidentiality

Independent & collaborative work

Commitment to justice, equity, variety

Education

Post-secondary education

Tools

Donor database / CRM

Microsoft Dynamics 365

Omatic

Job description

Our mission is to enable life-changing mentoring relationships to ignite the power and potential of young people. Our vision is that all young people realize their full potential.

• We Champion Potential
• Every Connection Counts
• Showing Up Matters

Big Sisters of BC Lower Mainland is a non-profit society and proud member agency of Big Brothers Big Sisters of Canada. Through supportive mentoring relationships, we help enhance the confidence, self-esteem and well-being of girls and gender-diverse youth.

We are committed to justice, equity, diversity and inclusion and encourage applications from people who identify as Indigenous, a person of colour, 2SLGBTQIA+, a person with a disability or a member of another community that experiences additional barriers.

Why it’s great to work with us:

Big Sisters is a friendly, inclusive and committed team. We offer meaningful work, a supportive environment, flexibility, a 35-hour work week, professional development support and a strong commitment to work-life balance.

Is this you?

You are organized, detail-oriented and committed to creating positive experiences for donors and supporters. You understand that strong philanthropy operations, accurate data and thoughtful stewardship are essential to successful fundraising. You manage multiple priorities with care, communicate warmly and take pride in timely, accurate follow-through.

About the role

Reporting to the Director of Philanthropy, the Philanthropy Coordinator supports fundraising success through philanthropy operations, database management and donor stewardship. The role maintains accurate donor and gift information, supports gift processing and reporting, coordinates stewardship and recognition, and keeps fundraising timelines and follow-up on track.

The Coordinator also supports campaigns, events and departmental projects, as well as administrative and meeting coordination support for the Director and philanthropy team.

Key Responsibilities:

Philanthropy Operations and Database

• Maintain accurate and current donor, gift, relationship and communication information in the donor database.
• Support timely gift processing, documentation, acknowledgements, pledge tracking and internal communication.
• Produce donor lists, reports and queries for stewardship, campaigns, events and analysis.
• Complete regular data reviews and cleanup, support consistent data-entry practices and protect donor confidentiality.
• Coordinate fundraising, stewardship, reporting and renewal timelines, agreements and shared tracking tools.
• Work with Finance and other teams on gift reconciliation, reporting and information accuracy.
• Identify and help implement improvements to philanthropy systems, procedures and workflows.

Donor Stewardship and Recognition

• Coordinate timely, personalized stewardship that helps donors feel appreciated, informed and connected to their impact.
• Prepare acknowledgements, thank-you letters, impact updates, recognition materials, donor profiles and meeting briefs.
• Helps maintain stewardship schedules and track donor touchpoints, commitments and follow-up for individuals, corporate partners, foundations and sponsors.
• Use Omatic to support the flow of gift and engagement data between systems, including field mapping, record matching, duplicate prevention and data validation.
• Use complete and consistent supporter data to support donor segmentation, prospect identification and timely stewardship and acknowledgement workflows.
• Coordinate donor recognition, milestone acknowledgements, event follow-up and actions arising from donor and partner meetings.

Fundraising, Campaign and Event Support

• Support fundraising campaigns, appeals, events and community initiatives, including workplans, timelines and shared tracking tools.
• Coordinate guest lists, invitations, registrations, ticket allocations and ticket tracking, ensuring accurate and current information across systems.
• Support event-day logistics and coordinate post-event acknowledgements, donor follow-up, and reconciliation of guest and giving information.
• Work across teams to ensure donor and sponsor commitments are delivered accurately and on time.

Reporting and Administration

• Prepare regular philanthropy reports, revenue updates, donor and prospect lists, pipeline information and stewardship progress reports.
• Compile and verify information for leadership, committee and Board reporting, ensuring materials are accurate, clear and delivered on time.
• Support campaign, event and revenue reconciliation by maintaining consistent records and coordinating information with Finance and other teams.
• Maintain departmental trackers, shared files, agreements and records, and support expense tracking, invoices and document retention.
• Assist the Director and philanthropy team with meeting scheduling, agendas, presentations, briefing materials, notes and follow-up actions.
• Contribute to team planning and other priorities that support the philanthropy department and organization.

Qualifications and Experience

• Two to four years of relevant experience in philanthropy, fundraising, stewardship, database administration, non-profit operations or a related field.
• Post-secondary education in a related field, or an equivalent combination of education and experience.
• Experience with a donor database or CRM; Microsoft Dynamics 365 and Omatic experience are assets.
• Strong organizational, project coordination and administrative skills, with excellent attention to detail.
• Strong written and verbal communication skills and the ability to build warm, professional relationships.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Understanding of donor confidentiality, privacy and ethical fundraising practices.
• Ability to work independently and collaboratively in a busy, team-oriented environment.
• Demonstrated commitment to justice, equity, diversity and inclusion.

What You Bring:

• A genuine commitment to Big Sisters’ mission and a donor-centred approach.
• Strong judgement, professionalism and discretion.
• Initiative, curiosity and an interest in improving systems and ways of working.
• A calm, flexible and reliable approach to competing priorities and deadlines.

What We Offer:

• An annual salary range of $55,000–$60,000.
• Comprehensive group benefits after three months.
• Up to 15 vacation days, 15 well-being days and three personal days within the first year.
• Professional development support and learning opportunities.
• A permanent, full-time, 35-hour-per-week position that is based primarily in the office.

This Position:

This is a permanent, full-time position working 35 hours per week. The role is based primarily in the office. Some evening or weekend work may be required for fundraising events and agency activities and will be supported through flex or lieu time. Accommodation will be considered on request.