Posted On: 2017-07-04
Closing On: 2017-07-19
Location: Toronto, ON
Employment Type: Contract
Level: Junior

Job Description

Harbourfront Centre is a leader in providing internationally renowned programming in the arts, culture and recreation across a stunning 10-acre site at the heart of Toronto’s waterfront.

For more than 40 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world by curating thousands of events annually across its ten-acre site from music festivals to contemporary dance, to craft & design to sailing lessons. There is something for everyone at Harbourfront Centre, year-round.



Position Title:                        Donor Services Officer

Department:                         Development

Reporting to:                        Director, Philanthropy

Direct reports:                     N/A

Key Relationships:               Development Team, Finance Team and Team DATA (IT)

Salary:                                 $40,000-$49,000                

Contract terms:                    This is a Maternity/Parental leave Contract Position



The Donor Services Officer is responsible for the maintenance of the Tessitura fundraising database and all applications of donor data. Major duties include establishing and monitoring database procedures to ensure data integrity, gift processing, generating thank you letters and donation receipts, running financial reports, data extraction, prospect research and prospect management.



Database Maintenance & Staff Training:

  •  Maintain donor information and data integrity in Tessitura database   by setting Department standards and training team members on data entry and coding procedures
  •  Create and maintain documentation of departmental practices and  share with team to develop Intermediate to Advanced levels of Tessitura expertise in each member of staff
  • Build and maintain Campaign structure in Tessitura for new Fiscal Year (including monthly and payroll pledges)
  • Provide support to Development Department as needed
  • Dedicated Tessitura “power user”

Financial Administration

  • Run gift and financial reports for the Development Department
  • Assists Chief Development Officer with preparation of financial reports for the CEO and CFO on a bi-weekly basis
  • Track departmental expense s and prepare cheque requisitions

Proposals, Pledges and Gift Processing

  • Liaise with Finance department and Development team to process and record gifts and pledges in Tessitura, including mail, phone and online donations. Ensure appropriate evidence is provided for entering pledges. File Posting reports
  • Generate receipts and thank you letters, obtain necessary signatures, and mail letters/receipts. File copies 
  • Liaise with Development Officers to prepare customized thank you letters as needed
  • Responsible for counting and depositing cash collected through donation boxes

Prospect Management

  • Oversee and recommend procedures for prospect management 
  • Conduct and record prospect research in the database in conjunction with team members
  • Design and maintain prospect and moves management reports. Assist colleagues to generate reports on as needed basis.
  • Research and prepare donor profiles for corporate, individual and foundation prospects upon request

Data Extraction

  • Assist in the co-ordination of mailings and eblasts by creating queries, managing suppressions, and overseeing list extractions (for renewal and stewardship mailings, invitation lists, donor walls, special projects, etc.)
  • Liaise with IT to extract data from the TRG shared data platform for donor acquisition mailings
  • Apply weekly “kill files” during mail campaigns


  • Other duties as assigned


Workplace Health and Safety

  • All staff are required to take reasonable care of their own health and safety and that of other personnel (including volunteers and interns) who may be affected by their conduct.


Key Performance Indicators

  • Tessitura database is current and accurate
  • Gifts and pledges are processed on a timely basis
  • Donor receipts and thank you letters are issued on a timely basis in accordance with established practices


Essential Criteria

  • Advanced knowledge of data management in the not-for-profit environment with experience in direct marketing.
  • Excellent computer skills with extensive experience using Excel and relational databases
  • Ability to take initiative and manage multiple projects
  • Excellent organizational skills with proven ability to set and meet priorities and deadlines
  • Broad understanding of fundraising processes including prospect management
  • Numerate with strong financial skills
  • Attention to detail and accuracy
  • Ability to collaborate in a team environment
  • Ability to respect and handle confidential constituent and financial information
  • Knowledge of privacy issues and CRA guidelines


Desirable Criteria

  • Knowledge of the arts and culture sector
  • Experience using Tessitura is a definite asset


Acceptable Applications must include:

  • A current resume
  • Responses indicating how you meet the essential criteria
  • A cover letter including salary expectations


Qualified applications are invited to apply by: July 18, 2017

Please quote Job Reference # 17F12-AFP


Harbourfront Centre is committed to building a diverse workforce and strongly encourages qualified applicants from all backgrounds to apply. Suitable accommodations will be available upon request during the hiring process.