Donor Relations & Data Coordinator - Calgary, Alberta, Canada On-Site

Aldera Chisholm 2

Donor Relations & Data Coordinator

About the Calgary Public Library Foundation (www.libraryfoundation.ca)

We’re a dedicated group of fundraisers who are constantly striving to make the world better. We believe in our heart of hearts that libraries are critical community hubs and Calgary Public Library improves the lives of Calgarians. Our donors are a top priority and we are truly grateful for each and every one who, through philanthropy, makes the Library even better by removing barriers, supporting innovation and creating a more resilient community.

We’ve raised more than $70 million in the last decade, breaking records and creating a culture for Library philanthropy in Canada. Our organization has more to do, and we’re looking for our next Donor Relations & Data Coordinator to help us stay on track, and bring the Library Foundation into the next chapter.

About You

As a Donor Relations & Data Coordinator, you have a knack for multi-tasking and can put yourself in the shoes of donors. You understand that the one key to successful fundraising lies in exceptional donor experiences, and you’re always striving to go above and beyond in this regard. With your excellent organizational skills and keen attention to detail, you’ll be able to manage our donor database with ease and accuracy.

A self-starter at heart, you are always looking for ways to improve processes and workflows to maximize efficiency and effectiveness. As someone who loves to help your colleagues, you’re excited to jump into new ideas and opportunities. You’re a collaborative team player who understands that achieving shared goals requires everyone’s input and effort. You’re not afraid to experiment with new techniques to achieve your objectives, and you’re always eager to learn and stay up-to-date with the latest trends and best practices in the fundraising industry.

Above all, you are passionate about making a difference in the world, and you believe in the power of philanthropy to create positive change. You are excited about the opportunity to join our team and help us build stronger relationships with our donors to achieve our vision of inventing the future of libraries.

What You’ll Do

In this role, you’ll be responsible for managing and maintaining our donor’s giving experience by implementing our donor-first stewardship practices for incoming donations. You’ll ensure that the process is easy and seamless for donors, from their experience on a donation form to tax receipts and hand-signed thank-you letters. You understand that appreciation is best shown through the details, and you’ll go above and beyond to make sure our donors feel valued and appreciated.

You also know the power of data and will use your skills to identify, analyze, and interpret data from our database and other donor research to help prioritize our efforts and make our team more effective. As a member of our Operations Team, you’ll have the opportunity to learn from and collaborate with the Fund Development and Marketing & Strategy teams to help us achieve our goals.

You will also:

• Donor Experience
  • Accurate and thorough data entry
  • Implement and manage donor stewardship of impact level donors (under $5,000) including monthly donors and support the stewardship of major donors (over $5,000)
  • Be a primary point of contact for our main phone line and answer general donor questions and concerns.
  • Implementing and supporting annual giving strategies including direct response campaigns and monthly donors.
  • Work with ambassadors for the Library Foundation (including volunteers and Library staff) to ensure fundraising initiatives are successful.
  • Ensure donor gifts are properly coded and recognized: including review of gift agreements; pledge maintenance; and systemization of appropriate acknowledgment letters and receipts to ensure successful stewardship.
  • Issue and maintain charitable tax receipts in accordance with CRA best practices
• Organization Operations
  • Lead the core services of database management, donor and prospect research, advancement reporting and analytics, gift recording, and data integrity.
  • Support the entire team with list creation including the proactive identification of prospects capable of significant financial support using proven research methodologies, data mining and resources.
  • Curate mailing lists for annual giving appeals, with special attention to direct mail giving trends and best practices. Support the communications team by managing donation forms and making data-driven improvements.
  • Provide database support to end users.
  • Supervise data entry contractors and volunteers to ensure data integrity.
  • Serve as a primary contact for external parties including printers and suppliers to ensure fundraising initiatives are successful.
  • Act as the internal champion for data standards and good data hygiene practices.
• Support the Team
  • We are a team with a great ambition, so you must be willing to pitch in and support your colleagues in various scenarios.
  • Alongside our Fundraising Coordinator, work to support our Director of Finance & Operations to ensure financial and operational best practices.
  • Extract data from the CRM system and support team members with creation of automations such as workflows, custom reports, and dashboards
  • Support our direct mail and digital appeals with data management, creation of donation forms, and analysis to continuously improve performance and meet targets

Our Ideal Candidate

• 1-2 years of experience in a fundraising environment
  • Raiser’s Edge (CRM) experience an asset
  • Very comfortable working in Excel
  • Customer/Donor service experience
• An eagerness to learn and immerse yourself in fundraising, data, and donor work.
• Ability to work some evenings and weekends
• Bonus points if you:
  • Are a pro certified Blackbaud user
  • Have an AASP and/or APRA membership
  • Have familiarity with Microsoft Power Automate

What You’ll Get

• A competitive salary ranging between $40,000-50,000 annually, based upon experience
• Four weeks vacation
• 16 Personal Flex Days
• 10% RRSP matching
• A hybrid work environment, with four days at Calgary’s Central Library and one at your home office.

The Interview Process

• Please send your cover letter and resume in a single PDF document to info@libraryfoundation.ca. The subject line of the email should read “Donor Relations & Data Coordinator.”
• We will review all resumes using blind screening and invite the top candidates to discuss their skills at our first round of interviews.
• A second interview will allow us to dig into your skills and allow you to learn more about our organization, culture, and what the role will entail.
• Shortlisted candidates will be invited to meet the entire Foundation team for a five-minute chat with each of your potential colleagues.

This posting will be open until we find the right person for our team, but don’t delay — we hope to start calling potential candidates as early as March 31st.

Commitment to Equity, Diversity and Inclusion

We value diversity and inclusion and welcome diverse expertise and talent to support an innovative and collaborative work environment. We are committed to a respectful and inclusive workplace and welcome applications from all qualified candidates, including people of all gender identities, Indigenous people, persons with disabilities and members of visible minorities. We are happy to provide reasonable accommodations throughout the selection process, so if required, please advise when you are contacted for an interview.