Philanthropy Operations Specialist

The YMCA of Northeastern Ontario has been serving our local communities for over 180 years and we are committed to supporting our local families, children, adults, youth and seniors in our various programs and services today.
At the YMCA, our values and purpose drive everything that we do. As a charity, we’ve championed values of empathy, health, trustworthy, inclusiveness, respect and responsibility. Helping people develop a healthy spirit, mind and body and inspiring a sense of social responsibility is the cornerstone of our legacy of caring.
To learn more about our programs and services offered please visit our website.
This job posting is for an existing vacancy and is intended to fill a current position within our organization.
We are currently looking for a Philanthropy Operations Specialist to join our team of committed professionals. This Full-Time position within the Association is housed at the YMCA of Northeastern Ontario’s Chippewa location in North Bay.
Under the leadership of the Manager of Philanthropy Operations, the Philanthropy Operations Specialist provides administrative, database, and logístical support to ensure timely, accurate, and donor-centered operational execution and supporting Advancement operations. This role supports gift entry, donor record maintenance, acknowledgements, list pulling, data cleanup, and stewardship logistics.
The Specialist ensures that the donor and partner experience is consistent, accurate, and aligned with YMCA NEO’s strategic priorities by supporting frontline fundraisers, the Manager of Philanthropy Operations, Vice President of Philanthropy & Community Engagement, Vice President of Impact & Growth and Senior Vice President of Strategic Growth and Advancement.
**START DATE**: As soon as possible
**LOCATION**: North Bay, ON
**RATE OF PAY**: $45,000 - $48,000 per year
**HOURS**: 40 Hours per week
- We recognize that everyone brings different experiences and strengths, and compensation will be determined based on relevant skills, experience, education, and alignment with the role. In alignment with our compensation practices, we consider internal equity when determining starting rates.

What You'll Do
- Enter and receipt all gifts in the CRM with accuracy and CRA compliance
- Maintain donor records, update contact data, monitor data quality, and follow coding standards
- Ensure gifts are reconciled with Finance and properly documented
- Prepare and send thank-you letters, tax receipts, and stewardship materials
- Support stewardship actions and ensure they are recorded accurately
- Assist with grant documentation and correspondence tracking
- Pull lists for marketing, communications, stewardship, and fundraising activities
- Provide administrative support for segmentation and reporting needs under the direction of the Manager
- Support logistics for stewardship events, campaign activities, donor gatherings, and volunteer-led initiatives
- Prepare materials, coordinate RSVPs, and manage related administrative tasks
- Support expense tracking, scheduling, document preparation, and donor correspondence for the Advancement team
- Log donor interactions and ensure CRM records reflect accurate, timely activity
- Support grant tracking and ensuring deliverables are uploaded into the CRM

What You'll Bring to the Role
- Diploma or degree in office administration, nonprofit management, business, fundraising, or related field
- Minimum of two to four (2-4) years of administrative, data entry, or customer service experience
- Experience in nonprofit fundraising, stewardship, or operations is an asset
- Proficiency with CRM or donor databases preferred
- CRM training or equivalent experience, an asset
- Current and satisfactory Police Record with Vulnerable Sector Check

What We Offer
As a charity and community-based organization, we know how important connection and wellness is, and we offer a workplace that invests in people. We provide:

- Free YMCA membership for you + your family
- Discounts on camps, child care, and recreation programs
- Paid vacation + personal/sick days
- Comprehensive health & dental, including vision + wellness supports (chiro, massage, mental health, naturopathy & more)
- Employee & Family Assistance Program with counselling, coaching, legal + financial supports
- Life, disability, and accident insurance coverage
- YMCA Federation Pension Plan
- Mileage reimbursement
- Team events + staff recognition
- Learning & development opportunities
- Explore different YMCA roles and career paths
- Flexible hours + hybrid work options (role dependent)

HOW TO APPLY
If you would like to work in a family friendly environment, please apply, by website only, with a cover letter and resume by January 6, 2026 to the attention of the Personnel Committee.
All applicants are thanked for their interest in this position. However, only those selected for an interview will be contacted. If contacted and you require a disability related accommodation in order to p