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Southlake Regional Health Centre Foundation

Coordinator, Development Operations

Posted On: July 5, 2024
Closing On: July 26, 2024

Location: Newmarket
Effective: September 2024
Employment Type: fulltime
Level: beginner
Salary Range: $51,500-$63,500

File: Download

Are you passionate about data?  Do you love to process donations and share your expertise in a way that improves the donor experience? Are you someone who can make a difference – just by a phone call?  This is a role that will allow you to showcase those skills, and more.  Southlake Foundation is in search of an excellent multi-tasker to join our incredible team as our Coordinator, Development Operations, helping to further our organizational mission through processing donor gifts and sharing a keen eye for reviewing and entering information.  If you want a career with meaning and impact as we transform lives through philanthropy in York Region and beyond…we might be the right fit for you!

Our Shared Purpose: Build healthier communities. Shape the future of healthcare.

Southlake Regional Health Centre

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka. Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada. With an annual operating budget of over $500 million, we care for one of Ontario’s most rapidly growing and aging populations and have developed an exciting plan for new facilities to serve our communities into the future. A member of the Southlake Community Ontario Health Team, we are working with our partners to deliver connected care to northern York Region and southern Simcoe County.

Southlake Regional Health Centre Foundation

Since the inception of Southlake Foundation in 1980, more than $234 million has been raised in support of Southlake Regional Health Centre. Working with members of our communities, volunteers, our Southlake Family and our dedicated donors, Southlake Foundation will continue to support the most urgent needs of our hospital, including things like life-saving medical equipment, infrastructure upgrades and expansions, patient programs and staff education, all for the goal of providing leading edge care for patients and families, close to home. For more information visit:

 The Position

The Coordinator, Development Operations is responsible for the efficient entry of accurate information into the database (Raiser’s Edge/NXT) and associated Blackbaud systems for the purpose of gift processing which includes the preparation and processing of gifts, donor acknowledgement and receipting, digital archiving and handling of donor inquiries that relate to donor giving.

The Coordinator also provides data entry support that aligns with excellent data hygiene – which is consistent, up-to-date, accurate, understood and used effectively to improve profitability and performance suitability and enhance the effectiveness of fundraising activities.

About the Donor Experience Team

The Donor Experience & Development Operations Team is responsible for the engagement, acknowledgement, recognition, and stewardship of donors, Raiser’s Edge/NXT database, and all associated Blackbaud products, systems, processes; ensuring excellent data hygiene, enhanced technology and superior analytics are in place to support fundraising initiatives. The Team is accountable to our donors to increase donor retention, loyalty and giving to meet revenue goals over the long-term.

Responsibilities and Activities

Donation Processing:

  • Ensure all incoming online donations through Raiser’s Edge/NXT and all associate Blackbaud products are processed accurately i.e. Luminate via Charity Automator, Just Giving, TeamRaiser, etc.
  • Review and update, if applicable, data processed by Charity Automator
  • Enter incoming mail donations with accuracy and alert specific team in the event that donation information is missing or inaccurate
  • Enter all pledges, stock and gift-in-kind donations ensuring that information is recorded accurately
  • Reconcile daily, weekly, and monthly gift entries with Finance and Corporate Services to ensure accuracy and resolve discrepancies
  • Generate charitable tax receipts and acknowledgement letters in a timely manner; distributing those requiring customization to the specific team(s) for mailing
  • Process offline monthly donations for credit cards and pre-authorized deposits via bank account
  • Create all new appeals, campaigns and funds ensuring nomenclature is aligned
  • Assist and provide input on the development of processes related to Gift Processing; ensuring all are documented
  • Ensure donations are processed in compliance with policies, procedures, and CRA guidelines

 Database Management:

  •  Assist with the maintenance of the donor database (Raiser’s Edge/NXT) by entering new donor information, updating existing records, and ensuring data accuracy and integrity
  • Provide project support for data hygiene, including deduplication and correcting inaccuracies, to maintain high quality data
  • Update credit card or banking information into Raiser’s Edge/NXT/Luminate immediately after receipt of new information
  • Follow established protocols for data entry and management to ensure consistency and quality


  •  Run specific queries for exceptions related to donations and constituent updates from Charity Automator on a daily/weekly basis (as specified in procedure(s))
  • Run BBMS Disbursements and BBMS RE Batch Details daily and reconcile ensuring all gifts in Raiser’s Edge/NXT match the bank
  • Generate and review reports related to monthly donor failed transactions on a monthly basis
  • Generate pledge reminders on a monthly basis
  • Generate and review associated Luminate transaction reports on a daily basis
  • Generate, review, and validate annual receipting reports

 Foundations Team:

  • Work as a team player actively promoting a positive and professional work environment and culture
  • Conduct role with integrity and respect and with a focus on demonstrating the Foundation’s values
  • Act as an ambassador throughout the community, positively representing the Hospital and the Foundation
  • Maintain donor and Foundation confidentiality and privacy at all times
  • Demonstrate a commitment to exceptional donor experience
  • Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor
  • Adhere to the policies and procedures of Southlake Regional Health Centre and Southlake Foundation
  • Perform other duties as assigned in order to meet the overall goals and objectives of the Foundation
  • Maintain and advance professional knowledge of and expertise in relevant fields

Qualifications and Experience

  • Two (2) years of relevant and practical work experience in a data entry and/or gift processing role. A combination of relevant education and experience may be considered
  • Knowledge of and demonstrated experience working with Raiser’s Edge/NXT or a similar batch-entry database management system is required
  • Strong computer skills including proficiency in Microsoft Office software, especially Excel
  • Acute attention to detail and data entry skills in entering accurate donor and financial information
  • Strong customer service skills with a focus on improving the donor experience
  • Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met
  • Knowledge of donor centric fundraising principles
  • Demonstrated excellent communication, interpersonal, organizational and time management skills
  • Demonstrated judgment, diligence and professionalism
  • Demonstrated commitment to and understanding of the mission and values of Southlake Foundation

Southlake Foundation has adopted three core values for all staff. Every staff member and leader is responsible for carrying out their role in accordance with our values and behaviours.

Integrity (value)

  • Keep promises that are made
  • Do what you say you will do
  • Tell the truth
  • Be open and transparent
  • Hold yourself and each other accountable for the trust and responsibilities we have been given
  • Be wise stewards of the resources that have been entrusted to us

Collaboration (value)

  • Embrace diversity and difference
  • Listen and respect each individual and the ideas, feelings and perspectives they have
  • Include and consult with others when solving problems, making decisions and planning
  • Coordinate plans so that we may achieve common goals together
  • Encourage and support the contributions of others

Innovation (value)

  • Be open to and initiate change
  • Look for new challenges and better ways of doing things
  • Learn, explore, experiment and test
  • Be continuously improving
  • Do quality work that is seen to set new standards
  • Excel in all that you do

As the successful candidate you must have a valid driver’s license, access to a vehicle, and the ability to work occasional evenings and weekends.

If you have the qualifications, commitment, and passion to join us and raise the bar for healthcare philanthropy in our communities, we would like to hear from you. It is an exciting time to be at Southlake. Southlake Foundation offers a competitive compensation package, including a benefits package that with a defined-benefit pension program. Remuneration will be commensurate with experience and qualifications.

We also aim to provide flexibility to enable work/life balance (hybrid environment with 3 days in-office per week). If interested, please apply with cover letter and resume at

As a condition of employment, you are required to submit proof of COVID-19 vaccination to the Hospital’s Occupational Health and Safety department. Successful candidates will be required to submit proof of COVID-19 vaccination (two doses) from the Ontario Ministry of Health website or other authorized source directly to the Occupational Health and Safety department. In the event that you are unable to be vaccinated as a result of a ground protected under the Human Rights Code, you may submit a written explanation of the ground and any supporting documentation to determine if you are exempt from this requirement to the recruitment team. A recruitment representative may follow up with you for further information if necessary.