Gift Processing Coordinator

At House of Friendship we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive. We live and breathe our values of Compassion Inclusion Justice Dignity and Hope. And we have fun!

Sounds pretty great doesnt it It is!

The Development team is responsible for both the fundraising and marketing functions of House of Friendship to grow financial support that sustains the mission of House of Friendship into the future and to build awareness and affinity for our brand throughout Waterloo Region. As the lead and in-house expert on gift processing and receipting the Gift Processing Coordinator will own the back-end gift processes. From when a donor gives a gift to when they receive their receipt youll ensure appropriate stewardship actions are completed by the order to do this youll maintain incredibly accurate gift processing donor information in our database and deliver exceptional customer service to our donors by email phone or in person.

This is a permanent salaried full-time (37.5 hours per week) position with paid sick time personal days vacation time; group health benefits and defined contribution pension plan.

Key Responsibilities:

• Independently manages daily gift entry gift designation receipting and gift stewardship assignments to team members for all gift types (cash cheque credit card e-transfer securities gift-in-kind online) with sustained accuracy excellent attention to detail and promptness;

• Manages trains and oversees accurate and timely work of 3-5 Development volunteers who come in weekly to work in the donor database.

• Develops and co-leads ongoing training for Gift in Kind processes at Program locations with program staff

• Investigates and problem solves new situations independently applying previously defined rules;

• Accesses downloads processes and problem solves for all gifts through 3rd party giving portals (e.g. Canada Helps United Way Benevity other)

• Manages the process reporting and donor communications for pledge fulfillment and tribute gifts;

• Leads is responsible and accountable for engaging Finance on fund/project alignment of donations fund adjustments and ongoing financial reconciliation ensuring there are no backlogs

• Provides a pleasant donor experience using each opportunity to thank and learn more about the donor while confirming address designation of charitable gifts and reasons for giving donation information and provides warm transfers to other team members as applicable

• Manages consolidated receipting and acknowledgements each January

• Performs regular database cleanup associated with donor information

• Identifies database issues and problem-solving solutions which includes testing and verification of solution

• Leads the ongoing identification development and testing of ways to improve gift processing procedures as well as automation and integration opportunities

• Leads routine data audits to identify discrepancies duplicates or inconsistencies resolving them independently; and implement corrective measures to maintain clean and reliable donor information training respective team members on the new processes or issues

• Reviews gift processing documentation annually and updated as needed

• Follow related guidelines and compliance for charitable donations from the Canadian Revenue Agency PIPEDA and Anti-spam legislation (CASL) as well as business rules and best practices in Raisers Edge

• Maintain donor privacy and security and at all times

• Backup for vacation of Database Coordinator as needed

Job Specific Knowledge/Skills:

• Proven capacity to input interpret and organize donations of all types with speed and impeccable accuracy

• Ability to independently apply previously defined rules and guidelines to new situations and know when to reach out if needed

• Strong verbal and written communication skills with a proven ability to build productive and collegial relationships with colleagues and donors demonstrating excellent interpersonal and team collaboration skills

• Proficiency in Raisers Edge NXT or related database system(s)

• Proficiency in Microsoft Excel

• Excellent planning organizational follow through and time management skills

• Self-directed and willing to engage team members for support with ability to manage multiple priorities and timelines without sacrificing accuracy

• Excellent ability to maintain confidentiality security and accuracy of constituents at all times

• Knowledge of the fundraising industry and Canada Revenue Agency regulations for charities is an asset

Education/Experience:

• Fundraising/database certificate or diploma is ideal

• Experience on a fundraising team with processing gifts is ideal

• A diploma in accounting or bookkeeping finance or relevant University degree as applicable

• At minimum two years of experience in a highly data-driven and team-based role including extensive database use and demonstrated competence

• Solid understanding of basic accounting principles and essential math skills required

Critical Skills:

• Commitment to understand and uphold the mission and values of House of Friendship is expected

• Comfort being the leader in the area of gift processing for the team

• Exemplary emotional intelligence resilience communication conflict management and problem-solving skills required

• Ability to work professionally as a team member with staff participants and communitymembers

• Excellent project timeline and deadline management skills including skills in logistics planning and detailed record keeping

• Experience or strong interest in working with diverse populations including people from various cultural backgrounds income levels and sensitivity to their needs

• Experience with and commitment to using an anti-racism anti-oppressive and trauma informed approach to consultation program design evaluations of processes and service delivery

• Must be dependable professional flexible a team player and have a positive attitude

• Respectful supportive and engaging approach to persons with physical and/or cognitive disabilities addictions mental illness and other life challenges

Compensation:

At House of Friendship we know that our team members are the key to the success of our organization and our ability to provide essential services to the support of our mission and in alignment with our values House of Friendship is committed to ensuring fair market competitive and rewarding compensation practices for all of our team members. We aspire to support our team members to create a great work environment where our team is able to thrive succeed and have a positive work experience.

House of Friendship compensation practices including our pay grid have been developed using documented leading pay practices in the not-for-profit sector including Pathways to Decent Work (Ontario Nonprofit Network) and Ontario Living Wage Network. We value the experience that new team members bring to the organization and have a process in place to review previous related experience for placement on our pay grid.

We value the work that you do with fair pay and benefits:

Time off includes three (3) weeks of vacation 5* personal days (3 for 2025) and sick credits totaling approximately 12 days per year

Full-time benefit plan including Extended Health Care (EHC) Dental Group Life Accidental Death and Dismemberment (AD&D) Long Term Disability (LTD) Flexible Spending Account and Employee & Family Assistance Program

We believe strongly in supporting the mental health of our team members including providing access to the Employee and Family Assistance Program $2000 for counselling services and our workplace Wellness and Psychological Health and Safety programs

We help you save for the future by providing a retirement plan that includes a matched Group Pension Plan as well as a Group RRSP and a Group Tax Free Savings Account

Rate of Pay:

At House of Friendship all compensation ranges are categorized under a series of grades and we base our payment structure on internal determining rate of pay a candidates past related experience will be taken into consideration.

Grade: 4

Min: $22.40

Mid: $25.65

Max: $28.90

Working Conditions:

• Monday to Friday; 37.5 hours a week

• Hybrid; some of the weekly hours may be performed remotely with regular weekly in-office hours as well

• Occasional evening and weekend work to support House of Friendship or community events

• Vacation may not be taken during the core donation months of November December January and April

• Encountering participants at program sites who may be under the influence of drugs or alcohol and/or experiencing symptoms of mental illness can be expected

House of Friendship is open and inviting to qualified candidates with lived experience.

House of Friendship supports justice equity diversity and inclusion in our workplace. We strive to be a workplace free of harassment and discrimination and we are committed to removing barriers and being an inclusive work environment. House of Friendship is a place where each person can bring their true selves and feel that they belong. We aspire to be an organization that is anti-racist and anti-oppressive so that our team and therefore our community can truly belong and thrive.

We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to accessing employment including but not limited to Indigenous Peoples members of racialized groups persons with disabilities women and members of the 2SLGBTQIA community.

If you require accommodations to be able to participate fully at any stage in the recruitment process including applying for this position please let us know so that we can discuss accommodation options. Accommodations will be provided upon request.

If you are as passionate as we are about serving the community lets talk.

To apply please submit your resume and cover letter here:

end of day October 24 2025.