Donor Database 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, doesn’t it? It is!

We are hiring for an individual to join our Development team who are 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. The Donor Database Coordinator is a vital member of the fundraising team and will ensure that the database is robust and has high data integrity. As the in-house database expert, this position leads continuous improvement by identifying and implementing augmented systems, technology solutions, and more efficient processes; is accountable for all aspects of donation processing, receipting and thanking, as well as reporting, analysis and prospecting and has daily interaction with donors in relation to their donations, receipts, personal information and communication preferences, as well as stewarding a group of donors as assigned. This position also coordinates event registration and mailings.

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. Schedule is Monday to Friday, from 8:30am to 4:30 pm with flexibility to support occasional events.

Key Responsibilities:

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Be the in-house expert, administrator and trainer for all things related to the database;

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Maintain a highly accurate, comprehensive, responsive and user-friendly donor database that consistently has high data integrity;

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Coordinate the development of tools and techniques to monitor and evaluate fundraising success, providing analysis of donor data and strategies to improve campaign performance and uncover insight-based donation growth opportunities;

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Coordinate data exchange between the database and other platforms (Canada Helps, Constant Contact, Volunteer portal, Event Brite)

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Identify, recommend and implement database and related system improvements including ways to streamline processes;

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Provide both ongoing and ad hoc insight-based and decision-ready strategic analysis, reports and status updates including donor/donation trends, opportunities, appeal and key activity results;

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Provide an excellent donor experience with every donor contact, using each opportunity to learn more about the donor;

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Lead the stewardship of select donor groups;

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Coordinate the timely thanking of gifts and key donor actions with respective Development team members;

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Co-ordinate all bulk mailings;

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Provide events support with registration and donation/attendee analysis;

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Conduct prospect research;

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Support the Development Director in the tracking, execution and completion of stewardship and recognition opportunities for select donors group (e.g. Capital);

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Complete quarterly and annual donation reconciliations in coordination with Finance;

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Maintain donor privacy at all times.

Job Specific Knowledge/Skills:

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Excellent research and insight-driven analytical and reporting skills, with high attention to detail and accuracy;

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Exemplary ability to derive insight and narratives from data, to formulate strategic recommendations supported by fact, experience, intuition and sound judgement;

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Excellent planning, organizational, follow through and time management skills;

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Self-directed with high capacity to manage multiple priorities and timelines without sacrificing accuracy;

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Excellent ability to maintain confidentiality of key constituents at all times;

Education/Experience:

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University degree in related field and at least 3 years of experience in a related technical and team-based role;

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A data and technology aficionado with a proven disposition of curiosity and continual learning;

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Excellent technical aptitude and experience in database management as well as supporting technology, systems and tools, with proven ability to identify and implement system improvements and technical solutions;

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Proven capacity to input, organize and manage data with speed and impeccable accuracy;

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Proven ability to create, adapt and manage efficient and effective processes;

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Strong communication skills, with a proven ability to build productive and collegial relationships with a wide variety of constituents including colleagues, donors, volunteers and community partners, demonstrating excellent interpersonal and team collaboration skills;

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Expert proficiency in Raiser’s Edge or related system, as well as Microsoft office;

Critical Skills:

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

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Exemplary emotional intelligence, resilience, communication, conflict management and problem solving skills required;

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Ability to work professionally as a team member with staff, participants and community members;

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

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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;

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

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

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

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 community. In 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:

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Time off includes three (3) weeks of vacation, 5* personal days (3 for the remainder of 2026) and accrual of sick hour credits (approximately 12 days per year)

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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 (all benefit premiums paid by House of Friendship, except for LTD)

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We believe strongly in supporting the mental health of our team members, including providing access to the Employee and Family Assistance Program, $2,000 for counselling services and our workplace Wellness and Psychological Health and Safety programs

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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 equity. When determining rate of pay, a candidate’s past related experience will be taken into consideration.

Grade: 5

Min: $27.86

Mid: $31.97

Max: $36.08

Working Conditions:

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37.5 hours per week, generally daytime, weekday hours

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Occasional evening and weekend work to support House of Friendship or Community events.

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Vacation may not be taken during the core donation months of December and January.

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Environment where individuals accessing this program are under the influence of alcohol or other drugs, and/or experiencing symptoms of mental illness can be expected

This role is being posted to fill an upcoming vacancy.

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, let’s talk.

To apply, please submit your resume and cover letter here:

https://house-of-friendship.hirehive.com/donor-database-coordinator-kitchener-FZIz9E

By end of day July 16, 2026.

Artificial Intelligence (AI) is not being used in the screening of applications.