Job Posting: Donor Relations & Data Coordinator

Donor Relations & Data Coordinator

About Calgary Public Library Foundation

We’re a dedicated group of fundraisers who believe in the power of libraries. We are constantly striving to connect and inspire donors to support Calgary Public Library’s innovative and enhanced programs and services beyond their core funding. Our donors are a top priority and we are truly grateful for each and every one who, through philanthropy, make the Library even better by removing barriers, supporting innovation and creating a more resilient community.

We’ve raised more than $80 million in the last decade, breaking records and creating a culture for Library philanthropy in Canada. Our organization has more to do, and we’re looking for our next Donor Relations & Data Coordinator to support our fundraising as Calgary Public Library prepares to open four new library locations in the coming years.

About You

With your excellent organizational skills and keen attention to detail, you’ll be able to manage our donor database with ease and accuracy. You have a knack for multi-tasking and can easily pivot to adjust to changing priorities. You understand that the key to successful fundraising lies in exceptional donor experiences, and you’re always striving to go above and beyond in this regard.

A self-starter at heart, you are always looking for ways to improve processes and workflows to maximize efficiency and effectiveness. You’re a collaborative team player who loves to help your colleagues. You’re a data-whiz and you stay up-to-date with the latest trends and best practices in the fundraising industry.

Above all, you are passionate about using your excellent analytical and organizational skills to make a positive difference. You are excited about the opportunity to join our team and help us build stronger relationships with our donors.

What You’ll do

In this role, you’ll be responsible for supporting our donors’ giving experience by implementing our donor-first stewardship practices for incoming donations. You’ll ensure that the process is easy and seamless for donors, from their experience on a donation form to tax receipts and hand-signed thank-you letters. You understand that appreciation is best shown through the details, and you’ll go above and beyond to make sure our donors feel valued and appreciated.

You also know the power of data and will use your skills to identify, analyze, and interpret data from our database and conduct donor research to help prioritize our efforts and make our team more effective. As a member of our Donor Engagement Team, you’ll have the opportunity to learn from and collaborate with the Fund Development and Marketing & Strategy teams to help us achieve our goals.

Enhance the Donor Experience

  • Accurate and timely gift and data entry
  • Support donor stewardship of impact level and major donors
  • Be a primary point of contact for our main phone line and answer general donor questions and concerns
  • Support annual giving strategies including direct response campaigns and monthly donor appeals
  • Ensure donor gifts are properly coded and recognized: including review of gift agreements; pledge maintenance; and systemization of appropriate acknowledgment letters and receipts to ensure successful stewardship
  • Issue and maintain charitable tax receipts in accordance with CRA best practices

Organizational Operations

  • Support the core services of database management (Raiser’s Edge), donor and prospect research, reporting and analytics, gift recording, and data integrity
  • Support the entire team with list creation including the proactive identification of prospective donors
  • Create mailing lists for annual giving appeals, with special attention to direct mail giving trends and best practices. Support the team by managing donation forms and making data-driven improvements. 
  • Perform database troubleshooting, system testing, updates, installations, data mapping, imports and backups
  • Support data entry contractors and volunteers to ensure data integrity

Support the Team

  • Support our Fund Development team by completing timely and accurate donor research profiles
  • Support our Director of Finance & Operations to ensure financial and operational best practices, including monthly financial reconciliation
  • Extract data from the CRM system and support team members with creation of automations such as workflows, custom reports, and dashboards
  • Support our direct mail and digital appeals with data management, creation of donation forms, and analysis to continuously improve performance and meet targets

Our Ideal Candidate

  • 1-2 years of experience in a fundraising environment
    • Raiser’s Edge (CRM) experience an asset 
    • Very comfortable working in Excel
    • Customer/Donor service experience
  • An eagerness to learn and immerse yourself in fundraising, data, and donor work
  • Ability to work occasional evenings and weekends

What You’ll Get

  • Four weeks vacation
  • 16 Personal Flex Days
  • 10% RRSP matching
  • Group health benefits fully covered by the Library Foundation
  • A hybrid work environment, with four days at Calgary’s Central Library and one at your home office

The Interview Process

  • Please send your cover letter and resume in a single PDF document to apply@libraryfoundation.ca 
    • The subject line of the email should read ‘Donor Relations & Data Coordinator’
  • We will review all resumes using blind screening and invite the top candidates to discuss their skills at our first round of interviews
  • A second interview will allow us to dig into your skills and allow you to learn more about our organization, culture, and what the role will entail
  • Shortlisted candidates will be invited to meet the entire Library Foundation team for a five minute chat with each of your potential colleagues

This posting will be open until we find the right person for our team, but don’t delay – we will start contacting top candidates right away.

Commitment to Equity, Diversity and Inclusion

We value diversity and inclusion and welcome diverse expertise and talent to support an innovative and collaborative work environment. We are committed to a respectful and inclusive workplace and welcome applications from all qualified candidates, including people of all gender identities, Indigenous people, persons with disabilities and members of visible minorities. We are happy to provide reasonable accommodations throughout the selection process, if so, please advise when you are contacted for an interview.