Associate, Database

7 months ago

London, Canada Ronald McDonald House Charities Southwestern Ontario Full time

***

The Associate, Database & Gift Processing is responsible for assisting with processing all donations to the Chapter and generating accurate and appropriate receipts with timely thank you letters. An exemplary record keeper, the Associate, Database & Gift Processing, timely and accurate donations and enters the data in the donor database, compiles database information, and processes gift acknowledgments with respect to fund development and donor stewardship. This position’s work is guided by the _Administrator, Database & Gift Processing_**, **which oversees the gift entry processes and workload management. This position works closely with the Finance & Corporate Services Team. This position also provides backup support to the _Administrator, Database & Gift Processing_ and _Associate, Finance_ as required. To ensure fair and equitable pay at RMHC-SWO, placement on the salary range will be based on your years of experience, skills, and qualifications relevant to the Administrator, Database & Gift Processing. **Hiring salary range: $35,000 to $40,000. RMHC-SWO offers a 4-day workweek schedule for the employees.**

**KEY DELIVERABLES**

**General responsibilities include**:

- Processing donations into the database.
- Prepare gift acknowledgement letters and other correspondence.
- Maintain foundation, corporation and individual donor records.
- Answer donor questions regarding tax-deductible donations and other administrative concerns.
- Support daily gift reconciliation as needed.
- Perform other duties as assigned.

**Summary of Essential Job Functions**
- **Gift Processing**_
- Record, process, and code donations, pledges, recurring payments, gifts in kind and other revenues.
- Update, review and amend donor database records.
- Coordinate preparing and distributing thank you letters and charitable tax receipts.
- Process and track individual records in a database.
- Ensure Canadian Revenue Agency (CRA) guidelines are being followed for all charitable tax receipts issued.
- **Donor Recognition**_
- Track tribute donations made in honour/ memory.
- Assist with scheduled reports for donor wall levels and order appropriate donor recognition products.
- **Special Events**_
- Issue charitable tax receipts for house and third-party events as required and within set parameters.
- Assist in mailings required for House events including thank you letters and receipts.
- Prepare and issue charitable tax receipts as required.
- Other miscellaneous signature event tasks as required.

**QUALIFICATIONS/ KNOWLEDGE REQUIRED**
- Minimum two years experience working in data entry/gift processing, Raiser’s Edge experience highly preferred.
- Completion of database or executive/administrative program or equivalent.
- Proven excellence in organization, prioritization and attention to detail essential.
- Proven organizational and time management skills with a keen attention to detail.
- Demonstrated understanding of administrative and financial processes.
- Excellent Microsoft Office skills.
- Understanding of CRA Guidelines for charitable receipting.
- Demonstrated commitment to long-term relationship building with donors.
- Passion for the mission of Ronald McDonald House Charities (RMHC).
- Ability to work evenings and weekends as required.
- Valid driver's license with a clean driving record and consistent access to a motor vehicle with appropriate insurance.
- Passion for the mission of RMHC.
- Ability to work well within a team and across functional groups.
- Highly resourceful, intuitive and flexible.
- Demonstrates a high level of professionalism and reliability.

**Hours of Work - 32-hour work week (Monday - Thursday)**
- Monday to Thursday - 8:00 am to 4:30 pm

**Relationships**:

- **Internal**_
- Work cooperatively with Finance & Corporate Services Team members, Fund Development & Community Relations Team and Family Programs and Services teams.
- Maintain oral and written contact with Fund Development to exchange information, provide reports regarding fundraising activities and planned events, and coordinate programs and activities.
- Maintain consistent communications with the Corporate and Financial Services team staff to cooperate in the transfer and verification of contributions.
- Work with members of other departments and Leadership for information sharing.
- **External**_
- Maintain oral and written contact with board members, volunteers, prospects, and donors as directed.
- Maintain oral and written contact with outside vendors and other partners as directed.

**Competencies**:

- _**Accountable**_ - Takes pride in the work accomplished and understands the function of tasks within the larger picture of the organization. Ensures deadlines are met, and work is completed properly.
- _**Adaptability**_ _-_ Balances a myriad of tasks; prioritizes duties as needed. Responds openly and respectfully to changes in the work environment or work demands.
- _**Attention to Detail**_ _-_ Attends to details and purs

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