Reporting to the Director, Donor Relations and Communications, the Donor Relations Administrator is responsible for the accurate processing, recording, and stewardship of all charitable gifts, this position ensures donors receive timely acknowledgement and recognition, donation records are complete and compliant, and financial controls related to fundraising are upheld.
Primary Duties and Responsibilities:
Gift Processing & Data Management
- Process all charitable donations accurately and efficiently, including:
- Cash, cheques, online gifts, securities, estates, and in-kind gifts (as applicable)
- Third-party platforms such as CanadaHelps, Benevity, and other giving portals
- Perform batch processing in DonorPerfect, ensuring correct:
- Gift coding
- Appeals and fund designation
- Restrictions and recognition preferences
- Prepare and reconcile daily, weekly, and monthly deposits for:
- Community Care Northumberland
- Ed’s House Northumberland Hospice Care Centre Foundation
- Maintain high standards of data integrity in donor records
Donor Acknowledgment & Stewardship
- Prepare and issue CRA-compliant tax receipts
- Generate personalized donor acknowledgment letters and stewardship communications
- Maintain and update Donor Wall and recognition listings, including annual reviews and updates
- Support year-end receipting and donor communications during peak fundraising periods
Financial Controls & Reconciliation (Donor-Focused)
- Reconcile:
- Donation batches to bank deposits
- Moneris and online payment settlements
- Third-party portal reports to DonorPerfect records
- Operate and reconcile Moneris and other point-of-sale donation systems
- Maintain documentation and audit trails consistent with charitable best practices
- Support the Director of Donor Relations and Finance team with fundraising-related financial reporting
Expense & Administrative Support (Fund Development)
- Process fundraising-related invoices and expenses
- Review and process staff and volunteer expense claims related to donor relations and events
- Maintain petty cash related to fundraising activities
- Order donor materials and office supplies as required
Reporting & Compliance
- Generate donor and gift reports for internal use, leadership, and board reporting
- Support annual audit preparation related to fundraising revenue
- Ensure compliance with:
- CRA receipting rules
- Privacy and confidentiality standards
- Organizational policies and procedures
General Donor Relations Support
- Respond professionally to donor inquiries related to gifts, receipts, and recognition
- Support special events, campaigns, and appeals as required
- Contribute to continuous improvement of donor stewardship processes
Qualifications:
- Education:
- Diploma or certificate in business administration, fundraising management, accounting, or related field
- Experience:
- Minimum 3 years’ experience in donor relations, gift processing, or nonprofit administration
- Demonstrated experience handling high-volume donations and donor databases
- Technical Skills:
- Strong proficiency with DonorPerfect or comparable CRM an asset
- Experience with Moneris or similar payment systems
- Advanced working knowledge of Microsoft Excel and Office suite
- Familiarity with CanadaHelps, Benevity, or similar platforms
- Core Competencies:
- Exceptional attention to detail and accuracy
- Strong organizational and time-management skills
- Ability to handle confidential donor information with discretion
- Clear written and verbal communication skills
- Strong understanding of donor stewardship best practices
Starting Salary Range: $21.30 to 23.27
Qualified applicants are asked to submit, via e-mail, a detailed resume to: careers@commcare.ca by January 30, 2026
Community Care Northumberland is a non-profit, multi-service, volunteer-based community support organization serving residents of Northumberland County. www.commcare.ca
In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), CCN will provide accommodation in all parts of the hiring process as required, upon request from applicants.