About Hill House Hospice

Hill House Hospice provides expert medical care and compassionate support to individuals facing serious illnesses, ensuring they can live life to the fullest in a home-like setting. Thanks to the generosity of donors, community partners, and government funding, our hospice delivers high-quality care with dignity and respect in the final stage before death. These services are provided at no cost to residents and families.

Hill House has embarked on a $13 million capital campaign to build a new 12-bedroom hospice. We expect to have a new building in 2027.

Job Purpose

 As the Fundraising Database Administrator, you are a self-starter, effective relationship builder and communicator.  You will lead the fundraising team in maintaining operational excellence across all fundraising systems. Your responsibilities include overseeing the accuracy, efficiency, and confidentiality of all data related to donor contributions and fundraising activities, including Capital Campaign, Annual Giving and Events. By processing and managing organized and up-to-date records, you will play a pivotal role in supporting the fundraising team to secure financial resources for our hospice care initiatives, contributing significantly to our mission of providing compassionate care to those in need.

Key Responsibilities

1. Database Management

• Act as the organizational expert and manage all aspects of the DonorPerfect fundraising database including: data entry and integrity; research; reporting; mailing lists; database policies and procedures; software updates and maintenance.
• Work with the Finance Department on deposits, monthly/yearly reconciliations, receipt reports, and manage annual audit requests.
• Preparation of tax receipts, thank you letters, Capital Campaign pledge reminders and business acknowledgements.
• Identify opportunities for process improvement, streamline database operations, and enhance the effectiveness of fundraising efforts.

2. Data Accuracy and Integrity:

• Accurately input donor information, contributions, and fundraising activities into the designated databases and systems, including those from other systems (i.e. Constant Contact, Raisin, Canada Helps, Benevity and My Tribute).
• Identify opportunities for process improvements in data entry and management and contribute to the development and implementation of streamlined procedures.
• Organize and maintain comprehensive records of donor communications, contributions, and pledges across all systems.
• Perform monthly and weekly updates and manage the donor database to reflect the most current and relevant information.
• Conduct regular monthly and weekly data audits to identify and rectify any discrepancies (i.e. duplicates, invalid addresses, National Change of Address, do not contacts), ensuring data integrity and reliability.

3. Reporting and Analytics:

• Generate and provide monthly and weekly reports on fundraising activities and financial contributions for Major Giving/Capital Campaign, Annual Giving, Planned Giving, and Events.
• Collaborate with the fundraising team to create customized reports for strategic planning and campaign/appeal evaluation.
• Generate analytics to support the strategic direction and decision making of the fundraising programs.
• Pull queries and reports and compile information to support the Fundraising team’s goals and needs (i.e. Direct mail, Donor Moves, Capital Campaign, Stewardship reports).

4. Donations Processing:

• Respond to and process telephone donations.
• Receive, open and oversee the accurate processing of mail donations, ensuring prompt and correct recording in the Donor Perfect database.
• Process annual consolidated tax receipts for monthly donors.
• Collaborate with the fundraising team to reconcile physical donations with recorded entries and resolve discrepancies expediently.
• Implement and maintain a secure and organized system for handling and documenting physical donations (i.e. general, in memory, in honour, direct mail), ensuring financial transparency and accountability.
• Oversee (1) Data Entry Clerk/data entry support; and additional contract data entry staff during busy periods (i.e. Holiday/Year-End).

5. Compliance, Regulations and Confidentiality:

• Implement and follow all Canada Revenue Agency guidelines.
• Highlight responsibilities related to compliance with relevant regulations, such as data protection laws (i.e. Personal Information Protection and Electronic Documents Act), and adherence to organizational policies and procedures.
• Adhere to strict confidentiality protocols to safeguard donor information and maintain compliance with relevant data protection regulations.

6. Collaboration and Communication:

• Ensure that requests for information from donors and prospects are addressed quickly, and accurately, and that all pertinent information is recorded.
• Liaise with donors, families, staff, volunteers and other stakeholders to foster relationships and gather relevant information for the database.
• Collaborate with the fundraising team to ensure accurate and timely data entry, especially during special campaign periods or special events.
• Communicate effectively with internal stakeholders to gather necessary information and resolve data-related queries.
• Provide technical support or training to team members on database usage, data entry protocols, and report generation to maintain a high standard of accuracy and efficiency.

7. Ad Hoc Tasks:

• Assist with other administrative tasks and projects as needed to contribute to the overall success of fundraising initiatives.

Qualifications, Abilities, and Assets

• Post-secondary education in a related field or additional coursework/certification in data management or fundraising management.
• Strong proficiency and 3-5 years experience with database systems used in fundraising, Donor Perfect experience is preferred; Raisers Edge experience is an asset.
• Proven experience in data entry, in a fundraising or nonprofit environment.
• Project management background is an asset.
• Proficiency in computer skills, including Google Suite and Microsoft Office applications.
• Superior organizational skills and exceptional attention to detail to ensure the integrity of donor information and financial records.
• A customer-focused mindset to provide support to donors and internal stakeholders with professionalism and empathy.
• Strong problem-solving skills to identify and address discrepancies and contribute to process improvements.
• Commitment to upholding ethical standards in fundraising practices and adherence to relevant data protection and Canada Revenue Agency regulations.
• Commitment to maintaining confidentiality and handling sensitive donor information with discretion.
• Effective communication skills, both written and verbal, to collaborate with team members and address donor inquiries professionally.
• Ability to work collaboratively as part of a team, especially with fundraising and finance teams.

Working Hours

• Monday to Friday, 9:00 am to 5:00 pm.

Working Conditions

• Office environment located in the basement at Hill House Hospice.
• Shared office space requires the ability to focus with possible distractions and work effectively with periodic interruptions.

Application

• Kindly submit an email cover letter and attach your resume to: Joanne Giannakopoulos, CFRE, Director of Development, at joannegiannakopoulos@hillhousehospice.com.
• Applications will be reviewed as they are submitted.  Closing date is Tuesday, April 9, 2024.