Philanthropy Operations Coordinator

CPAC; Ottawa; On-site; CAD 52,000 - 76,000; Full time

Job summary

CPAC is seeking an organized, detail-oriented and highly collaborative Philanthropy Operations Coordinator to join our growing development team. This 12-month, full-time contract is based in our downtown Ottawa office and supports fundraising and donor relations by administrating the donor management system, processing gifts, and maintaining donor records.

The role requires strong data management, attention to detail, and the ability to coordinate with Finance and the Development Director to

Qualifications

• Post-secondary degree or diploma in fundraising, nonprofit management, business administration, or related field, or equivalent experience.
• 2–4 years of fundraising or development operations experience.

Responsibilities

• Maintain donor and prospect records with high accuracy.
• Administer CPAC's donor management system and ensure data integrity.
• Prepare regular donor, prospect, event and fundraising reports.
• Coordinate donations, pledges and acknowledgments from receipt to reporting.
• Support donor stewardship and pipeline management.

Skills

CRM management

Keela knowledge

Data entry & accuracy

Microsoft Excel

Organizational skills

Communication skills

Confidential donor data handling

Bilingual English/French (asset)

Education

Post-secondary degree or diploma in fundraising, nonprofit management, business administration, or related field

Tools

Keela CRM

MS Office

Job description

CPAC is seeking an organized, detail-oriented and highly collaborativePhilanthropy Operations Coordinator to join our growing development team. This is a 12-month, full time contract based in our downtown Ottawa office.

This position plays a critical role in supporting fundraising and donor relations at CPAC. Working behind the scenes, this role is responsible for the day-to-day administration of CPAC's philanthropy program, including managing our donor management system, processing, receipting and tracking gifts, research and prospecting, maintaining accurate donor records, supporting donor stewardship, preparing reports and coordinating the many details that allow a successful fundraising program to operate effectively.

The ideal candidate is a self-starter, exceptionally organized, comfortable working with data and systems, has strong attention to detail, and understands that excellent fundraising depends on excellent operational execution.

ACCOUNTABILITY

Working closely with the Director of Development and the CEO, this role will help ensure that every donor and prospect interaction is accurately recorded, appropriately acknowledged and followed up.

DUTIES AND RESPONSIBILITIES

Donor Database & CRM Management

• Serve as the primary administrator of CPAC's donor management system and ensure the accuracy, completeness and integrity of donor and prospect information.
• Maintain donor and prospect records, including contact information, giving history, relationships, interactions, communications and stewardship activities.
• Enter and maintain gifts, pledges, event tickets, commitments and other fundraising activity accurately and in a timely manner.
• Develop and produce regular donor, prospect, event and fundraising reports.
• Support the development team in managing donor and prospect pipelines and tracking next steps.

Gift Administration

• Coordinate the administrative process for donations from receipt through acknowledgement and reporting.
• Work closely with Finance to ensure donations, pledges, event sales and other philanthropic revenue are accurately recorded and reconciled.
• Prepare or coordinate charitable tax receipts and donor acknowledgement correspondence.
• Track outstanding pledges and commitments and ensure appropriate follow-up.
• Support the preparation of information required for financial reporting, audits and management reporting.

Fundraising Operations

• Provide day-to-day project coordination support to the Director of Development.
• Support prospect research and the preparation of donor and prospect profiles.
• Assist with proposals, grant applications, reports and other fundraising materials.
• Maintain fundraising calendars, tracking tools and pipeline reports.
• Support fundraising events and donor engagement activities, including invitations, guest lists, registration, follow-up and post-event stewardship.

QUALIFICATIONS AND REQUIREMENTS

• Post-secondary degree or diploma in fundraising, nonprofit management, business administration, communications or a related field, or an equivalent combination of education and relevant experience.
• 2–4 years of experience in fundraising, development operations, donor relations, nonprofit administration or a related field.

SKILLS AND KNOWLEDGE

• Experience working with a donor database, CRM or fundraising management system.
• Knowledge of Keela is an asset.
• Strong data management and administrative skills.
• Excellent attention to detail and a high degree of accuracy.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, including Excel.
• Strong written and verbal communication skills.
• Sound judgment and discretion when handling confidential donor and prospect information.
• A service-oriented approach and the ability to work effectively with colleagues across an organization.
• Bilingualism in English and French would be considered an asset.

CPAC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and encourage applications from individuals of all backgrounds who are eligible to work in Canada.

If you need assistance in making the recruitment process or the position you are applying for more accessible, please let us know. Alternate arrangements may be offered to individuals who request them at any stage of the recruitment process. All information received in relation to arrangements will be kept confidential.