Development Coordinator

Company Overview

The Manitoba Museum is the leading paid tourist attraction in Manitoba, fostering a deep connection with the local community. As a non-profit institution, we welcome over 300,000 visitors each year, including more than 95,000 students, providing enriching educational experiences that celebrate our province's heritage.

Summary

The Development Coordinator is a key member of the Fund Development team, reporting to the Director of Development and working in close collaboration with both the Fund Development and Business Office teams. This position is responsible for supporting a wide range of fundraising initiatives for The Manitoba Museum, including annual, capital, endowment, and planned giving campaigns, as well as donor stewardship activities and special events.

The Development Coordinator ensures the accurate and timely processing of charitable gifts, maintenance of donor records, generation of financial and donor reports, and coordination of donor communications and recognition. The role also provides essential logistical support for fundraising events and campaigns, including the annual Manitoba Museum Gala and other stewardship activities throughout the year.

In addition to administrative and technical responsibilities, the Development Coordinator serves as a primary internal resource on Raiser's Edge NXT and/or other CRM's, supporting data integrity, reporting, and cross-departmental integration of donor information. The successful candidate will demonstrate strong organizational skills, attention to detail, discretion in handling confidential information, and a commitment to excellence in donor service and ethical fundraising practices.

Criminal record and child abuse checks will be required of the successful candidate.

2. Key Accountabilities & Typical Duties

A.

To support donor and fundraising events with a focus on gala and stewardship events:

i. With direction from the Director of Development, manage reporting and financial reconciliations related to fundraising events.

ii. Assist in planning and execute logistical elements for stewardship events, including internal venue coordination, catering, and audiovisual requirements.

iii. Lead coordination of the logistical components of the Manitoba Museum Gala, including managing timelines, production schedules, and task delegation with cross-departmental support.

iv. Oversee and assist in tracking RSVPs, manage guest lists, and prepare event-related briefing materials for staff and leadership.

v. Liaise with vendors and internal stakeholders to ensure event deliverables are met on time and within budget.

vi. Coordinate event setup and teardown and provide on-site support to ensure smooth execution.

vii. Assist in the collection and coordination of in-kind donations and silent auction items.

viii. Support post-event follow-up, including thank-you communications, data entry, and performance reporting.

B.

To support the fund development department in the daily management of financial processing tasks:

i. Process all revenue sources: mail-in, coin donations, TipTap, Benevity, BBMS, CanadaHelps, endowments, monthly gifts, Bambora, etc.

ii. Ensure prompt CRA-compliant issuance of charitable tax receipts.

iii. Generate and reconcile daily financial reports.

iv. Coordinate regularly with Finance to align CRM with financial software.

v. Track and maintain specific revenue lines.

vi. Bi-weekly emptying and reconciliation of donation boxes.

vii. Prepare invoices and purchase orders for approval by Director of Development.

viii. Maintain financial records, complete related administrative forms, and manage budgets for assigned areas of responsibility.

ix. Process phone/email donations and manage related follow-up.

x. Oversee online donation forms and ensure accuracy.

xi. Complete general office ordering.

C.

To develop and implement processes and procedures to generate accurate reports and data files in a timely manner to support and maximize donor relationship management:

i. Maintain and clean donor and constituent records in CRM.

ii. Manage queries, reports, exports, imports, dashboards, and automation of workflows.

iii. Manage automated donor pipelines.

iv. Monitor data integrity and troubleshoot team member issues.

v. Manage and maintain documentation on policies and procedures for data integrity.

vi. Monitor compliance with policies and procedures to support ethical and successful fundraising practices.

vii. Provide reports and prepare data files and segmented donor lists for print and digital integration: appeals, renewals, pledge reminders, invitations, newsletters, and emails.

viii. Support updates to fundraising and donor content on web platforms.

ix. Prepare donor recognition lists for publications including the annual report, the donor wall, and other acknowledgments.

x. Maintain all user accounts in CRM, assign permissions, develop training materials, and resolve software-related issues.

xi. Act as primary liaison for database integration with other departments.

xii. Liaise with Marketing on online donation portals and monitor for accuracy and functionality.

xiii. Provide reports on fundraising performance, donor activity, and appeal effectiveness.

D.

To support stewardship and donor development activities:

i. First point of contact for donor inquiries and acknowledgments (email, phone, cards).

ii. Track and ensure completion of follow-up activities in CRM.

iii. Manage segmented campaigns: One Great Lottery, donor renewals, pledge reminders.

iv. Assist with Curators Circle: track memberships, process renewals, assist with communications.

v. Review Museum and marketing materials for donor name accuracy.

vi. Maintain and update signage and functionality for Tap Donation Stations in public areas.

E.

MINIMUM REQUIRED QUALIFICATIONS

1. Skills, Ability and Knowledge

i. Knowledge of fundraising principles including annual, capital, endowment, and planned giving.

ii. Familiarity with multiple donation platforms (e.g., Benevity, CanadaHelps, BBMS, TipTap, Bambora).

iii. Comfortable working with online donation portals and digital fundraising tools.

iv. Proficiency in Raiser's Edge NXT or similar donor database/CRM systems.

v. Proficient in MS Word, MS Excel and PowerPoint.

vi. Working knowledge of Microsoft Outlook, One Drive and SharePoint.

vii. Ability to generate and manage queries, reports, dashboards, and segmented donor lists.

viii. Analytical skills to interpret fundraising data and track campaign performance.

ix. Commitment to ethical fundraising practices and donor-centric service.

x. High degree of professionalism and discretion when handling confidential donor information.

xi. Strong attention to detail in financial and gift processing, including CRA-compliant tax receipting.

xii. Strong written and verbal communication skills.

xiii. Ability to collaborate with cross-functional teams including Finance and Marketing.

xiv. Excellent organizational and time management skills with the ability to manage multiple priorities.

xv. Ability to work occasional evenings or weekends for special events.

2.

i. Completion of a certificate program or relevant coursework in fundraising (e.g., AFP Fundamentals of Fundraising, CAGP programs, or Fundraising Management Certificate) is an asset.

ii. Post-secondary education in nonprofit management, community development, business administration, communications, marketing, public relations, or a related field is considered an asset.

iii. Minimum three years of experience in office administration.

iv. 2+ years of experience in CRM management and donor stewardship, preferably within the nonprofit sector.

v. Experience supporting donor stewardship and recognition activities.

vi. Experience coordinating event logistics, especially fundraising and stewardship events.

vii. An equivalent combination of education and experience may be considered in lieu of formal education.

Job Type: Full-time

Pay: $45,091.01-$57,054.51 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Store discount
• Vision care

Experience:

• CRM management and donor stewardship: 3 years (required)
• fundraising: 2 years (required)

Work Location: In person