Fund Development Operations Coordinator

Job Title: Fund Development Operations Coordinator

Department: Fund Development

Position Type: Permanent Full-Time

Application Deadline: February 13, 2026

Who We Are:

Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.

Department Overview:

The Fund Development department at Heritage Park drives dynamic fundraising initiatives to bring ambitious projects to life, enhance programs, and preserve the Park's rich history for future generations. Through high-impact special events, annual campaigns, and major capital initiatives, this team is at the forefront of securing vital support. As Heritage Park gears up for a transformative multi-million-dollar campaign aligned with its 20-year master plan, the department is rallying individual donors, corporations, and all levels of government to invest in the Park's future. With passion and strategy, they are shaping a legacy that will stand the test of time.

Job Overview:

The Fund Development Operations Coordinator is an operational support role responsible for, philanthropic operational excellence, and donor-centric infrastructure across all fund development activities. Reporting directly to the Director, Fund Development, this position ensures that fundraising strategy is supported by reliable systems, disciplined data governance, executive readiness, and stewardship excellence.

This role functions as the operational and intelligence backbone for the Fund Development Team, bridging executive leadership support, donor systems, data-intelligence, donor communication development, and stewardship execution. The Fund Development Operations Coordinator enables fundraisers and senior leaders to focus on relationship-based philanthropy by ensuring operational clarity, data integrity, ethical compliance, and high-quality donor experiences.

Responsibilities:

Strategic Fund Development Enablement

• Provides executive support to the Chief Development Officer. Through the Director, Fund Development
• Prepare and deliver compelling proposals, case for support, and customized asks that reflect donor interest and organizational priorities at the direction of the Director, Fund Development.
• Support the Director, Fund Development in translating approved fundraising strategies into executable operational plans, workflows, timelines, and execution readiness
• Ensure Fund Development operational workflows enable donor movement, retention, and long-term engagement across the donor lifecycle
• Identify operational risks, process inefficiencies, or data gaps that may impact donor experience, compliance, or revenue and elevate them to the Director, Fund Development for resolution
• Contribute operational insights, performance intelligence, and process recommendations to departmental planning discussions

Donor-Centric Data Governance (Raiser's Edge NXT)

• Serve as the internal subject-matter resource for donor data and intelligence platforms, ensuring consistent and accurate use across the Fund Development team
• Safeguard data integrity through disciplined data entry standards, validation protocols, and governance practices
• Ensure timely and accurate processing of gifts, pledges, pledge notices, charitable tax receipts, stewardship acknowledgements, and recognition records
• Serve as the internal subject-matter resource for CRA charitable tax receipting, ensuring consistent and accurate communication and use at Heritage Park
• Maintain CRA compliance, ethical data practices, and donor privacy standards
• Support Fund Development and Finance & Operations Team with data intelligence, reconciliation, and reporting accuracy
• Act as the operational liaison between Fund Development and the Finance & Operations Team to ensure alignment between donor records, financial systems, and internal controls
• Support reconciliation workflows, Business Central processes, payables, and reporting accuracy

Data Intelligence, Reporting & Impact Readiness

• Build, maintain, and support donor portfolios in alignment with Director-approved segmentation, standards, and strategy
• Produce accurate, insight-driven reports related to pipeline health, stewardship effectiveness, and donor engagement trends
• Prepare donor impact summaries, executive briefs, and individualized reports that reflect donor intent and Heritage Park's priorities
• Translate raw data into clear, decision-ready intelligence for Fund Development Leadership
• Govern donor lifecycle tracking, donor recognition, and portfolio integrity
• Partner with team members to ensure messaging accuracy, data consistency, and enhanced reporting visualization

Executive & Senior Leadership Support

• Provide strategic administrative and operational support to senior and executive fund development leadership through the Director, Fund Development
• Prepare executive-level briefings, donor meeting preparation materials, dashboards, and impact summaries
• Support time, task, and workflow coordination to ensure leadership readiness
• Maintain fund development meeting agendas, documentation, and follow-up materials
• Ensure donor data, messaging, and stewardship timelines are accurate, aligned, and complete prior to fund development professional use
• Support donor meeting preparation, individualized and general donor impact reporting, and leadership briefings.

Stewardship and Donor Experience

• Support the implementation and maintenance of defined donor stewardship standards in a timely manner as directed by the Director, Fund Development
• Ensure fund development professionals are provided with timely, accurate data intelligence and reporting
• Maintain stewardship documentation and materials that align with donor intent, impact, organizational values, and professional philanthropy standards
• Ensure Fund Development professionals have the assets, materials, and impact documentation required to deliver consistent, high-quality donor stewardship
• Uphold ethical stewardship practices and the Donor Bill of Rights across all donor touchpoints
• Collaborate with internal teams to gather program information and translate outcomes into donor-relevant impact narratives

Ethical & Professional Standards

• Champion donor confidentiality, donor autonomy, the Donor Bill of Rights, and ethical fundraising practices
• Model high ethical standards, transparency, inclusivity, and accountability in alignment with professional philanthropic industry standards
• Contribute to and reinforce a strong culture of philanthropy by promoting philanthropy-centric thinking and disciplined operational practices

Donor Relationship Management, Engagement and Recognition

• Attend networking events and social engagements to cultivate and maintain relationships with prospective and existing donors
• Support and maintain strong organizational relationships with prospective and current donors through communication, meetings, and events
• Leverage Heritage Park programs, experiences, and assets to support relationship-building efforts that increase donor involvement and investment

Organizational Excellence and Wellbeing

• Contribute to inspiring and immersive experiences at the Park by engaging in Heritage Park initiatives that align with our mission and vision, ensuring authenticity in our historical setting and stories.
• Actively support a positive work environment by creating an atmosphere of inclusion, engagement, belonging, and fulfillment for employees and volunteers, in line with Heritage Park values.
• Recognize all contributors to our community as integral to our success, fostering a sense of community and collaboration.
• Demonstrate responsible stewardship of our people, collections, and financial assets by driving growth with innovation, transparency, and financial sustainability, while embracing our historical assets and recognizing all contributors.
• Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries, and hazards, participating in employer training, and adhering to policies including the Code of Conduct and the Workplace Violence and Harassment policy.

Required Qualifications:

• Bachelor's degree in a relevant field (such as non-profit management, fundraising, communications, or business administration)
• Minimum 3–5 years of experience in a nonprofit, fundraising, advancement, or donor-facing operational role
• Proven ability to manage multiple workflows, priorities, and deadlines with a high degree of accuracy and attention to detail
• Experience handling sensitive information with discretion, including donor, financial, or confidential organizational data
• Strong written and verbal communication skills, with the ability to prepare clear, accurate, and professional internal and donor-facing materials
• Demonstrated strong administrative, organizational, and technical skills, including experience with MS Office software and donor and financial management systems; familiarity with Raiser's Edge NXT, Givergy, Microsoft Dynamics 365 Business Central, and email marketing platforms such as Brevo or Constant Contact is considered an asset
• Commitment to ethical practices, confidentiality, and donor privacy, including respect for the Donor Bill of Rights
• All successful candidates (over the age of 18) will be required to go through Police Information Check as a condition of employment.

Special Working Conditions:

• Professional business attire is required as this position must be prepared to meet with donors at any time.
• May be required to wear a costume during certain fundraising events.
• Appropriate costuming and safety equipment will be provided by Heritage Park; and
• Footwear, as designated by the Heritage Park Costume Department, will be provided by the employee.

Hours of Work

• The standard hours for this position are 35 hours per week.
• The schedule will generally be five consecutive days per week (Monday to Friday); and
• Occasional holiday, evening, and weekend work may be required

What we offer:

• Flexible work arrangements
• Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
• Employer-matched Pension Plan at 5%
• Generous paid time off, including Vacation days, Sick Time
• Working in a beautiful park setting
• Free entrance to the Park, including to our many public special events
• Employee discounts on food and retail items and free parking