Stewardship and Database Coordinator

Reporting directly to the Director of Development and Communications, the Stewardship and Database Coordinator will ensure best practices are in place to support the integrity and quality gift entry, tax receipting, and donor query reports. This position is an integral role within the Fund Development Team, and will work closely with the Manager of Communications & Stewardship as well as the Development Database Office. The Stewardship and Database Coordinator role is responsible to employ high standards of communication in stewarding donors.

This role will be responsible for the accuracy and integrity of the database, manage gift entry and tax receipting, ensuring proper and timely acknowledgement and maintain engagement through data management. This position will support the Fund Development Team with customized letters and reports as well as analysis for data driven decision making.

Responsibilities

KEY RESPONSIBILITIES Database:

• Ensure that all donation processes adhere to CRA best practices
• Process credit card transactions, monthly donors, Benevity, Canada Helps, estates/bequests, renewals, new members, memorial donations etc.
• Responsible for all cash, cheque, and EFT payments into CRM
• Responsible for data entry of donors, prospects and general reports in Keela
• Manage data quality by implementing data cleansing processes
• Ensure batches and tax receipts are coordinated diligently and accurately
• Create queries and key reports for donor stewardship and donor management
• Generate customized reports for fundraising and leadership regarding donor trends, giving patterns and campaign performance
• Assist with Database prospect research
• Update Keela Actions to track application & stewardship deadlines, to ensure timely submissions
• Track proposal funding and report deadlines on the master-sheet for foundation and corporate partners
• Support the online ticketing and receipting process for the execution of Special Events as determined by the Director of Development & Communications
• Utilize Eventbrite tools to integrate with Keela
• Manage and update donation forms through CanadaHelps, ensuring they align with the organization’s fundraising needs and provide a seamless donor experience.
• Support Director of Development & Communications in all Annual Campaign activities
• Other duties, as assigned by the Director of Development and Communications
• Document best practices and Standard Operating Procedures for Keela
• Evaluate current processes to identify opportunities for efficiencies

KEY RESPONSIBILITIES Stewardship:

• Ensure effective communication in a timely manner to recognize donors by phone
• Provide timely thank you letters and receipts
• Craft and update personal communication verbiage for stewardship phone calls and donor recognition cards
• Develop and update unique Thank You letters for various constituents and campaign appeals
• Work with Communications & Stewardship Manager on updating merged letters for tax receipts (quarterly)
• Provide support, as needed, in the creation of labels and letters
• Manage and facilitate donor recognition
• Effectively steward donors, and respond to donor enquiries in a timely manner
• Analyze donor data to identify major gift prospects
• Work with Communications & Stewardship Manager to ensure adherence to New Donor Journey workflow to improve retention
• Work with Communications & Stewardship Manager to develop donor persona journeys for key donors
• Develop new strategies for donor acquisition

Qualifications

• Experience in the not for profit sector
• 3 years of experience working in Fund Development with knowledge of CRM transferable skills such as Keela or Raisers’ Edge
• Knowledge of Canada Helps forms and processes
• Excellent grasp of fundraising best practices in relation to donation processing and tax receipts
• Strong data analytical abilities for compiling reports
• Excellent verbal and written communications skills with the ability to represent Moorelands Kids
• Ability to work independently and as part of a team with a professional disposition
• Sound judgment and problem-solving skills
• Strong organizational skills and time management skills, with excellent attention to detail
• Post-secondary education in a related field including fund development, or equivalent
• Ability to maintain confidentiality and demonstrate positive approach to daily problem-solving

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