Administrator, Donor Information & Data Management

Administrator, Donor Information & Data Management

About the Job

Vacancy Type: Existing Position

Position Status: Full-time, Permanent

Work Model: Hybrid (4 days in office, 1 day remote)

Office Location: 1500 Alta Vista Dr. Ottawa, Ontario

Salary Range: $65,000 - $70,000 annually, commensurate with experience

Who We Are

The Ottawa Cancer Foundation plays a vital role in providing community-based supportive cancer care for people affected by cancer, their caregivers, and their families. Through our Community Cancer Hub, we offer free programs and services, including cancer system navigation, mental health support, fitness and wellness programs, and many other essential resources that help people navigate the challenges of life during and beyond cancer.

Position Summary

The Administrator, Donor Information & Data Management reports to the Director, Philanthropy and plays a critical role in supporting the Foundation's fundraising success through the management, integrity, and optimization of donor and prospect information.

This position is responsible for maintaining accurate donor records, supporting prospect identification and moves management, developing reports and analytics, and ensuring donor data is effectively utilized across the Philanthropy and Events & Community Engagement teams.

The successful candidate will bring strong analytical and database management skills, exceptional attention to detail, and a passion for helping fundraising teams build meaningful relationships with donors and supporters.

Position Responsibilities

Database Integrity & Management

• Ensure donor, prospect, and gift data is accurate, current, complete, and consistently maintained
• Conduct regular database audits and data cleansing activities to identify and resolve duplicates, inconsistencies, and outdated records
• Configure and optimize the donor database to support reporting, segmentation, prospect management, and fundraising initiatives
• Identify opportunities to improve database functionality, processes, and workflows
• Maintain donor confidentiality and ensure compliance with applicable privacy legislation, including PIPEDA
• Implement and monitor data security protocols to protect donor information
• Ensure effective integration between the donor database and related systems, including email marketing and financial platforms
• Troubleshoot database-related issues and provide ongoing systems support
• Manage online donation forms and ensure seamless integration of donor and gift information into the database
• Coordinate the import of externally sourced donor and gift data as required

Prospect & Moves Management

• Support the identification, tracking, and management of donor prospects and major gift opportunities
• Maintain prospect profiles and ensure information is organized, current, and actionable
• Oversee moves management processes, tracking donor engagement activities and ensuring timely follow-up actions
• Support Philanthropy and Events & Community Engagement team members through effective assignment and tracking of donor activities
• Develop and implement donor segmentation strategies to support cultivation and solicitation efforts
• Create custom reports to monitor donor engagement, pipeline development, and fundraising performance
• Support Annual Giving and other fundraising campaigns through segmentation, tracking, and results analysis

Reporting & Analytics

• Analyze donor trends, behaviours, and giving patterns to support fundraising strategies
• Produce regular reports on donor acquisition, retention, campaign performance, and fundraising outcomes
• Prepare reports and analytics for senior leadership, committees, and the Board of Directors as required
• Develop and maintain dashboards providing real-time access to key fundraising metrics

Training & Support

• Serve as the primary internal resource for donor database support and inquiries
• Train and support team members in database usage, best practices, and new functionality
• Develop user guides and training materials to support effective use of donor systems
• Provide troubleshooting and user support to ensure accurate and efficient utilization of the database

Cross-Departmental Collaboration

• Work closely with Philanthropy, Events & Community Engagement, and Finance teams to ensure donor data is accurately captured, processed, and utilized
• Support alignment between donor management practices and organizational objectives
• Assist with year-end tax receipting, consolidated receipting, donor stewardship, donor recognition activities, and annual reporting requirements
• Support other fundraising operations initiatives as required

Job Qualifications

Education

• Post-secondary education in business administration, information management, computer science, nonprofit management, or a related field

Language

• Language: Proficient in English verbal and written. French and/or another language considered an asset.

Experience

• Minimum five years of experience managing donor databases within a fundraising or nonprofit environment
• Advanced proficiency with Raiser's Edge and Raiser's Edge NXT is preferred
• Experience with Blackbaud TeamRaiser is preferred
• Exposure to Blackbaud Financial Edge is considered an asset
• Demonstrated experience supporting prospect management and moves management including building prospect profiles and supporting assigned pipelines of philanthropy and events team members
• Experience creating donor reports, segmentation strategies, dashboards, and fundraising analytics
• Strong understanding of fundraising operations and nonprofit development practices
• Knowledge of Annual Giving, donor stewardship, mid-level giving, and major gifts fundraising is considered an asset
• Advanced Microsoft Excel skills and strong proficiency with Microsoft Office applications

Knowledge, Skills & Abilities

• Exceptional attention to detail and commitment to data accuracy
• Strong analytical and problem-solving skills
• Excellent project management, organizational, and time-management abilities
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal and relationship-building skills
• Self-directed with the ability to work independently and collaboratively
• Ability to learn new systems and procedures quickly
• Knowledge of donor privacy legislation and fundraising data management best practices

Working Conditions

• Standard office hours with occasional evening or weekend work during peak fundraising periods
• Hybrid work arrangement consisting of four days per week in office, with rotation of hybrid day
• Minimal travel required

Physical Requirements

• Ability to work at a computer for extended periods of time
• Extended screen use
• Occasional lifting of boxes or materials up to 25 pounds
• Ability to participate in extended meetings and collaborative work sessions

What We Offer

We offer a competitive salary and comprehensive benefits package, including a generous defined benefit pension plan and opportunities for ongoing professional development and growth.

Application Deadline: October 30, 2026

Additional Information

We thank all applicants for their interest. Only those selected for an interview will be contacted.

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