Job Board

Donor Relations & Database Coordinator

Posted On: September 13, 2023
Closing On: September 18, 2023

Location: Toronto
Effective: ASAP
Employment Type: fulltime
Level: intermediate
Salary Range: $52,578

File: Download

Donor Relations & Database Coordinator
Permanent Full-time (37.5 hrs./week)
Bargaining Unit / Starting Salary – $52,578 (Category 2, Step 1)


ACT works to reduce new HIV infections in Toronto and promotes the independence, dignity, health and well-being of people living with HIV and AIDS and those at increased risk of HIV.

ACT does this through a variety of programs and services for women, young people and gay, bi, queer men including one-on-one counselling, psychosocial and social support groups, and harm reduction and outreach services, both online and in community. ACT produces sexual health information campaigns to help priority populations make informed choices about their sexual and mental health and offers a one- of-a-kind employment services program for people living with HIV and 2SLGBTQ+ people on ODSP income supports. ACT serves all in the community who are living with or concerned about HIV, with over 60% of people accessing services from Black, Indigenous and other communities of colour.


Permanent employees are entitled to:

  • Comprehensive group health and dental benefits from start date of employment
  • Defined contribution pension plan after one year of employment
  • Three weeks of vacation in your first year of employment; four weeks after one year
  • Generous sick day allotment

All staff have access to:

  • Employee Assistance Program
  • Training and development opportunities
  • Opportunities to participate in various committees that allow for learning and collaboration across the organization
  • Organizational commitment to work-life balance
  • Opportunity to contribute meaningfully towards improving the sexual, mental and emotional health of people living with HIV and those at increased risk in our community


We are currently looking for a Donor Relations & Database Coordinator to join our team!


Reporting the Director of Philanthropy & Communications, the Donor Relations & Database Coordinator is responsible for triaging incoming donor communications and looking for ways to meaningfully increase ACT’s relationship with our donors. The position is also responsible for all fundraising database maintenance, analysis, reporting, cleaning, and responding to all requests for information as well as the general functioning of the department’s data management.

Specific duties and responsibilities will be also, including, but are not limited to the following and may be subject to change:


Database Management

  • Keep up to date records of donor information, gift history, interactions, and other metrics as required by the Director of Philanthropy & Communications.
  • Track donor performance and work with the Director of Philanthropy & Communications to explore new strategies to maximize revenue.
  • Oversee all pipeline efforts by developing, maintaining, and updating information on new and existing donor prospects as well as producing donor and prospect profiles.
  • Process contributions received through all giving mechanisms and provide information to both Philanthropy and Finance staff.
  • Create and manage a department dashboard for analysis, tracking metrics, fundraising, and financial reporting.
  • Develop and maintain policies and procedures to ensure the quality and integrity of the database.
  • Conduct prospect research to identify potential major donors and assist in the development of targeted solicitation strategies.
  • Collaborate with the Philanthropy team to create compelling fundraising appeals and campaigns, leveraging donor data and segmentation strategies.
  • Ensure accurate and timely processes and procedures for the intake, recording, receipting and acknowledgement of gifts, sponsorships, ticket sales and purchases, ensuring ACT complies with CRA requirements and providing acknowledgement and tax receipt to donors within 3-5 business days.
  • Responsible for producing reports and supporting reconciling reports with the Finance Department.
  • Curate and update all lists within the Raiser’s Edge database.


  • Works with the Director of Philanthropy & Communications to develop strategies for approaching individual donors to achieve revenue targets. Activities include comprehensive annual giving campaigns utilizing direct mail, emails and online fundraising.
  • Works with the Communications Coordinator to develop consistent and appropriate messaging for comprehensive campaigns.
  • Creates draft materials for individual donor appeals such as letters (appeal and thank you letters), scripts, and response mechanisms.
  • Conducts prospect research for the purpose of cultivation, solicitation and stewardship of individual
  • Writes and/or facilitates the writing of the quarterly e-newsletter working with Communications Coordinator and staff across the organization to create the the content.
  • Oversee the operational implementation of fundraising campaigns including the Direct Mail campaigns.
  • Ensures all individual donor recognition commitments are fulfilled.
  • Writes custom thank you letters or hand-written notes where appropriate for donors of $500 or more and to prospects ACT is looking to engage, and/or facilitates the signing of said letters (i.e. Management or Board of Directors).
  • Develops and works with the Director of Philanthropy to prepare annual updates and stewardship reports for individual and monthly donors.
  • Works with the Communications Coordinator and Director of Philanthropy to facilitate website updates related to promotion of giving and stewardship within their portfolios.
  • Participate in the development of key donor messages in relation to special events (i.e., SNAP and Together Towards Zero Luncheon).


  • Working with the Director of Philanthropy & Communications, provides input in the budget planning process.
  • Provides updates and forecasts to the Director of Philanthropy & Communications for inclusion in reports to Management and the Philanthropy & Stewardship Committee of the Board, as required.
  • With support from the Director of Philanthropy & Communications, create an annual Work Plan, setting goals, metrics and timelines related to their portfolio.
  • Ensures donor pipeline progress monitoring is completed, including tracking of fundraising performance for the Individual Giving portfolio.
  • Ensures timely fulfillment of all tasks including submission deadlines and reporting requirements, ensuring that timelines are met.
  • In addition to compliance with all organizational policies and procedures, the incumbent is also expected to behave ethically, demonstrate competence in effective communication and team building.
  • Knowledge of and adherence to AFP’s Code of Ethical Standards.


  • Minimum three (3) years progressive fundraising experience with a proven track record of successful relationship and revenue development.
  • College/University degree in Fundraising Management or related discipline is an asset.
  • Demonstrated success in donor development planning, proposal writing, donor solicitation, and stewardship.
  • Knowledge of Canada Revenue Agency guidelines regarding gift administration and issuing of charitable tax receipts.
  • Ability to utilize and maintain a donor database ensuring accurate and complete information on donors and gifts.
  • Exceptional oral and written communication skills.
  • Strong analytical, problem-solving, negotiation, consensus-building, and conflict resolution skills.
  • High level of technical literacy with Microsoft Office Suite and Raiser’s Edge.
  • Knowledge and understanding of the complexity of issues related to HIV.
  • Knowledge of and adherence to AFP’s Code of Ethical Standards.


Two step application process:

Step 1) Send your cover letter and resume to:

Please include the job title in the subject line.

Step 2) Complete the following Equity Questionnaire: ACT Equity Questionnaire

As part of ACT’s Equity Hiring Strategy, we are committed to advancing employment equity and reducing barriers to employment for equity deserving groups. We are looking for qualified candidates from any of the following under-represented groups:

  • Racialized Persons/Visible Minorities
  • Indigenous Persons
  • Persons living with Disabilities (this includes individuals living with HIV and AIDS)
This position will remain open until it is filled.

ACT thanks all applicants for their interest, however only candidates selected to participate in the recruitment process will be contacted.


ACT is committed to employment equity and fair and accessible employment practices. ACT encourages people living with HIV or AIDS, visible members of the BIPOC community, people from the communities most affected by HIV or AIDS and persons with culturally diverse backgrounds to apply and self-identify. Accommodations will be provided for job applicants with disabilities, where needed and upon request, to support their participation in all aspects of the recruitment process. ACT is committed to and adheres to the principles of the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).

To learn more about us, please visit our website at: