Donor Services Coordinator
6 months ago
**DONOR SERVICES COORDINATOR -FULL-TIME - 3 MONTH CONTRACT WITH POSSIBILITY TO EXTEND**
**AGENCY SUMMARY**
Women’s Habitat is a multi-service feminist organization supporting women-identified individuals and their dependents impacted by intimate partner, familial violence and poverty. Women’s Habitat provides shelter and services to self-identified women and their dependents who are survivors of violence. Both the residential (opened in 1978) and outreach community services and programs (opened in 2006) offer a suite of trauma-informed VAW services to support self-identified women and their dependents.
**JOB SUMMARY**
The Donor Services Coordinator supports the Philanthropy team by managing donor information, assisting with fundraising events, in-kind donations, and proposal/grant research. The Donor Services Coordinator also supports the Director of Philanthropy, Resources and Systems with various administrative responsibilities.
**KEY RESPONSIBILITIES**
- Maintain and update current list of donors in Women’s Habitat database
- Coordinate and ensure accuracy of donor and mailing lists and implement mailings
- Track donor relationships and solicitations through donor database and back up with hard copy filing
- Ensure donor information is managed confidentially
- Prepare thank you letters for in-kind donations
- In collaboration with the Philanthropy team and under the direction of the Director of Philanthropy, Resources and Systems, prepare and update power point presentations for annual donors and report on where their money went
- Accurately tracks and records in-kind donations in donation database and prepares thank you letters
- Acts as first point of contact for in-kind donations and exercises discretion regarding acceptance, drop off and/or distribution of goods. Arrange appointments for in kind donations and coordinate with Stakeholder Engagement Coordinator for volunteer support if required
- Collaborate with volunteers to maintain and report on used donation program
- Manage and update list of silent auction items, corporate donors, individual donors and sponsors for the Annual Gala
- Perform data entry and maintenance of gift card usage
- Support the Philanthropy team with tribute giving programs
- Support the Philanthropy team’s activities related to the development and implementation of the annual stewardship plan for all donors.
- Support the Philanthropy team to develop and execute strategic briefs and digital fundraising campaigns aimed at the acquisition of new donors as well as maintaining the annual fund of monthly and one-time donors.
- Assist the Director of Philanthropy, Resources and Systems to complete proposal and grant information by researching, proofreading and maintaining a pipeline for different impact areas
- Generate an accurate and up to date list of donors for direct mail campaign as required and process donation replies and provide campaign total amount to Director of Philanthropy, Resources and Systems
- Participate in Philanthropy Corner sessions via zoom or in person as required
- Generate and maintain a list of donors both cash and in-kind gifts for different campaigns
- Assist the Philanthropy team in thank you initiatives throughout the year with the participation of the Executive Director, other members of the management team, Board members, staff, students and/or volunteers.
- Under the direction of the Director of Philanthropy, Resources and Systems and in collaboration with the Philanthropy team, upgrade and review monthly giving program including promotion, on boarding, stewardship and upgrading
- Provide occasional supervision to volunteers and students
**ADMINISTRATIVE RESPONSIBILITIES**
- Perform data and donation entry, filing, copying and preparation of meeting materials and meeting minutes when applicable
- Ensure prompt and appropriate receipting and acknowledgment of all gifts according to CRA regulations
- Monitor and handle all incoming mail, philanthropy calls, requests, prioritizing urgent matters and taking appropriate action as needed and in a professional manner
- Ensure accurate tracking of monetary donation information within the established departmental procedures.
- Prepare and present a monthly report to the Director of Philanthropy, Resources and Systems with benchmark metrics and campaigns cost effectiveness.
- Send monthly reports to finance on all donations including external donation platforms report with supporting documentation on what each platform generated as required
- Order office supplies for the Administrative team as required
- Document standard procedures and guidelines as required for donations processing and other development procedures to ensure consistency
- Assist the Director of Philanthropy, Resources and Systems to prepare department budget and Annual Report
- Assist the Director of Philanthropy, Resources and Systems to prepare billing, payment and cost quote requests for invoicing, purchase orders and p
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