Gift Administration & Data Specialist
Location: Downtown Toronto, ON
Work Model: Hybrid
Position Summary
We are seeking a detail-oriented, analytical and collaborative Gift Administration & Data Specialist to join a high-performing team at our downtown Toronto office.
This is an excellent opportunity for someone who enjoys working with fundraising data, financial information, donor records and process improvement and who takes pride in accuracy and data integrity.
Reporting to the Gift Administration leadership team, you will be responsible for the setup, processing, reconciliation and reporting of pre-authorized recurring donations received through multiple offline fundraising channels, including Direct Mail, Telemarketing and Face-to-Face campaigns.
You will work extensively with Blackbaud Raiser’s Edge, donor and financial data, internal teams and external vendors to ensure donations are accurately processed, reconciled and receipted.
The ideal candidate is highly organized, comfortable working with large volumes of data, and interested in using automation and AI tools to improve processes and reduce manual work.
Key Responsibilities
Gift Processing & Data Management
- Process recurring and pre-authorized donations received through Direct Mail, Telemarketing, Face-to-Face and other fundraising channels.
- Download and process encrypted vendor files and accurately enter and update donor and gift information.
- Manage the end-to-end processing of monthly recurring gifts, including make-up payments, pauses, cancellations and account updates.
- Perform quality checks and reconcile vendor data, Raiser’s Edge records and financial information.
- Investigate and resolve discrepancies between fundraising data, Raiser’s Edge and bank records.
- Create and maintain import templates for Raiser’s Edge using the Raiser’s Edge Import module and/or Import-O-Matic.
- Process staff payroll contributions in Raiser’s Edge based on information provided by Payroll.
- Complete daily reconciliation of recurring gifts and third-party designated donations.
Gift Receipting & CRA Compliance
- Issue accurate CRA-compliant tax receipts, cancelled receipts, replacement receipts and ad hoc receipts.
- Prepare consolidated annual tax receipt data files for donors.
- Ensure gift processing and revenue allocation comply with CRA requirements, organizational policies and established procedures.
- Maintain a high level of confidentiality and integrity when handling donor and financial information.
Reporting & Analysis
- Prepare scheduled and ad hoc reports on recurring donations, revenue activity and trends.
- Provide accurate reporting and status updates to internal teams and management.
- Analyze fundraising and financial data to identify discrepancies, trends and opportunities for improvement.
- Work with Marketing & Development and other internal stakeholders to support new campaign launches and ongoing campaign requirements.
Process Improvement, Automation & AI
- Identify inefficiencies, redundancies and potential sources of error within gift administration processes.
- Recommend and implement process improvements that increase accuracy and efficiency.
- Identify opportunities to automate repetitive data and gift-processing activities.
- Utilize AI tools to summarize documentation, identify patterns and flag inconsistencies across systems.
- Develop or support automation workflows using Python, Power Automate, Zapier or similar tools.
- Contribute to modernization initiatives within Gift Administration.
Procedures, Documentation & Training
- Maintain and update the Data Entry Guide, Gift Entry Manual, PAP Manual and End-to-End Procedures.
- Develop new procedures and documentation as processes evolve.
- Maintain and update policies, procedures and guidelines related to recurring gifts.
- Provide training and guidance to staff involved in recurring gift processing and receipting.
- Share recommendations for improving processes beyond recurring gift administration.
Team & Organizational Support
- Collaborate with and support the broader Gift Administration team.
- Provide backup support for online gifts, major gifts, gift administration and receipting when required.
- Assist with volunteers, temporary staff and interns as needed.
- Support the annual financial audit and Annual Charities Return preparation.
- Participate in special projects and other duties assigned by Gift Administration leadership or the CFO.
Qualifications & Experience
- Post-secondary education in finance, accounting, fundraising, business, data management or a related field.
- Approximately 2–3 years of relevant experience in gift administration, fundraising operations, financial administration, data management or a related environment.
- Experience with Blackbaud Raiser’s Edge or another non-profit fundraising database.
- Experience with Import-O-Matic or similar data-import/integration tools is an asset.
- Strong understanding of CRA charitable gift receipting requirements.
- Strong Excel and data analysis skills; experience with Power BI is an asset.
- Strong understanding of fundraising and/or accounting processes and procedures.
- Proficiency with Microsoft Office, including Excel, Word, Outlook and PowerPoint.
- Basic programming or automation experience using Python, JavaScript, Power Automate, Zapier or similar tools is an asset.
What We're Looking For
The successful candidate will demonstrate:
- Exceptional attention to detail and accuracy
- Strong analytical and problem-solving abilities
- Excellent organization and time-management skills
- Ability to manage multiple priorities and meet tight deadlines
- Strong written and verbal communication skills
- Ability to work independently while contributing effectively to a team
- Strong relationship-building and collaboration skills
- Adaptability and willingness to learn new systems and processes
- A proactive approach to identifying and solving problems
- Interest in technology, automation and continuous process improvement
Why Join?
Join a people-focused organization recognized as a Great Place to Work, where learning, collaboration and professional growth are valued.
You will have the opportunity to work at the intersection of fundraising, finance, data and technology, while contributing directly to the integrity and efficiency of donor administration and revenue processing.
Location: Downtown Toronto
Work Model: Hybrid
Candidates must be eligible to work in Canada
I would like to thank all the candidates in advance. Please do stay connected on LinkedIn for future opportunities. Shortlisted candidates will be contacted .
This position reflects a current vacancy with one of our clients. Our Recruiters combine their expertise and AI-enabled technology in the recruitment process.
