Detailed Job Description This is a great opportunity to join an organization that is committed to ending homelessness and improving the lives of the most vulnerable in our community.

The Philanthropy Officer plays a key role in the success of Cool Aid’s fundraising and donor engagement efforts.

As a Philanthropy Officer, you’ll be responsible for managing the donation lifecycle—from receiving and recording gifts to stewarding relationships with care and precision. This includes timely gift processing, issuing tax receipts, maintaining donor data integrity in Raiser’s Edge NXT, and reconciling contributions with the Finance team.

We are looking for someone who excels in both donor services and back-end operations, and has strong attention to detail, exceptional communication skills, and a passion for delivering a positive donor experience.

Working closely with the Director of Philanthropy & Community Engagement, this position supports events, marketing and communications, volunteers and in-kind giving.

Responsibilities Gift Processing & Data Management

• Accurately process all donations and issue timely tax receipts in compliance with CRA regulations.
• Maintain up-to-date and accurate donor records in Raiser’s Edge NXT, ensuring data quality and consistency.
• Reconcile daily, weekly, and monthly donation records with Finance; investigate and resolve discrepancies.
• Run queries, exports, and reports to support campaigns, donor segmentation, and stewardship.
• Maintain digital and paper records in accordance with Cool Aid policies and CRA guidelines.
• Stay current on Raiser’s Edge updates and communicate platform changes to the Philanthropy and Finance teams.
• Provide excellent service to donors by phone and email, addressing questions, resolving issues, and confirming gift details.
• Collaborate closely with the part-time Philanthropy Officer to ensure seamless database operations.

Donor Relations & Stewardship

• Receive donations by phone and in person, ensuring donors are warmly acknowledged and supported throughout the process.
• Prepare thank-you letters, tax receipt packages, and personalized donor correspondence.
• Support the creation and implementation of a stewardship plan across giving levels, ensuring all donors feel valued.
• Help maintain engagement with all donors including monthly donors, mid-level supporters, and long-term contributors.
• Prepare donor call lists, update donor notes, and flag follow-up actions for senior staff.
• Coordinate production of recognition materials.
• Schedule and coordinate donor tours of Cool Aid programs and facilities.

Administrative Support

• Provide direct administrative support to the Director, including scheduling, donor tracking, meeting prep, and follow-up.
• Assist with donor prospect research and updating of donor profiles.
• Support preparation of reports, campaign mailings, grant documentation, and funder communications.
• Maintain organized, audit-ready filing systems for donor and campaign materials.

Events & Community Engagement

• Assist with donor event logistics, including invitation mailings, guest lists, donor communications, and follow-up.
• Act as a point of contact for donors and community members inquiring about in-kind and community engagement activities.
• Lead auction coordination, including soliciting donated items, preparing listings, and managing the auction platform before, during, and after events.
• Help identify social media content opportunities that recognize donors and community support.

Volunteer & Office Support

• Support and guide office volunteers with administrative tasks (e.g., mailings, data entry).
• Provide oversight and direction for tasks assigned to the part-time Philanthropy Officer.
• Create and maintain departmental procedure documents and stewardship manuals.

Qualifications Education & Experience

• Experience in nonprofit fundraising, donor relations, or administrative support.
• Demonstrated experience processing donations, issuing charitable tax receipts, and working with Finance.
• Strong proficiency in Raiser’s Edge NXT (or a comparable donor management system).
• Experience working in a donor-facing role and delivering exceptional donor care.
• Familiarity with CRA receipting rules and nonprofit compliance practices.
• Certificate or coursework in fundraising, marketing, or nonprofit administration (AFP, CAGP, or similar) is an asset.

Requirements

• Successful completion of the Ministry of Public Safety and Solicitor General Criminal Record Check.

Job Information

• Hourly Wage: $27.63 per hour
• Work Location: 601 Discovery St. - Central Services Discovery
• Days of Work: Monday to Friday
• Hours of Work: 8:30 AM to 4:30 PM
• Weekly Hours: 40
• Job Type: Full-Time, Permanent
• Union: Exempt
• Benefits: We offer a comprehensive package that includes the Municipal Pension Plan, paid time off, and long-term disability; 100% employer-paid extended health and dental benefits, including for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Kii Health.