Administrative Officer (Donor Relations & Database Coordinator)

Posted: February 16, 2021
Full Time

The AIDS Committee of Toronto (ACT)

Company: The AIDS Committee of Toronto (ACT)
Business information: Founded in 1983 by a group of community volunteers, today ACT is a leader in efforts to end AIDS in Toronto. Through HIV and sexual health education, prevention and outreach, we are working towards a city with zero new HIV infections, zero HIV-related stigma and discrimination, and zero AIDS-related deaths.
Business address: 543 Yonge Street, 4th Floor, Toronto, ON, M4Y 1Y5
Work Location: Same as above. Note: Telecommuting is required during the pandemic.
Type of Employment: Full time Permanent
Estimated Start Date: As soon as possible

Job Description:
• Review, evaluate and implement new administrative procedures: Pro-actively manage donor lists/databases and coordinates the exchange of prospect lists from external sources.
• Establish work priorities and ensure procedures are followed and deadlines are met: Working with the Development Team, oversees the creation of stewardship plan for all donor streams, developing standards and timelines for donor acknowledgement, ensuring stewardship activities are executed in accordance with the plan.
• Carry out administrative activities of establishment: Processes monthly donations and follows up with donors to obtain updated information as required.
• Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation: Responsible for updating and reconciliation of database in Constant Contact as well as Raiser’s Edge
• Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services: Coordinates the planning, implementation, set-up, and tear-down of the Finance aspect of all events. Processes Fund Development receivables such as ticket revenues, sponsorship revenues.
• Assist in the preparation of operating budget and maintain inventory and budgetary controls: Maintain data integrity, produces batch reports for the Finance Department and prepares bank deposit reports.
• Assemble data and prepare periodic and special reports, manuals and correspondence: Ensures accurate and timely processes and procedures for the intake, recording, receipting and acknowledgement of gifts and sponsorships, ensuring ACT complies with CRA requirements and providing acknowledgement and tax receipt to donors within 3-5 business days.
• Oversee and co-ordinate office administrative procedures: Maintains reconciliation of daily development NSF receivables, in coordination with Finance Department.
• Delegate work to office support staff: Provides orientation to and supervises volunteers recruited to assist with data processing
• Co-ordinate donor stewardship activities and prospect identification for Fund Development, as well as Community (3rd Party) events.
• Create links and coding within Raisers Edge for immediate access to campaign results on a daily basis and to facilitate speedy production of a variety of database and /or spreadsheet queries and reports including revenue and expense related reports for specific portfolio budgets.
• Collects overdue revenues through written communication and /or direct contact as required.

- Education: Completion of secondary school is required
- A university degree or college diploma in business or public administration is a strong asset.
– A minimum of 2 years of experience working within a development office leading the financial aspects of special events and fundraising, and/or charity or volunteering are required.
- Must have excellent understanding of and demonstrated knowledge with Raiser’s Edge, Dono-Perfect, AKA Raisin and similar databases
- Knowledge of Canada Revenue Agency guidelines regarding gift administration and issuing of charitable tax receipts.
- Proficiency with Microsoft Word, Excel and understanding of online fundraising and promotion tools.
- Experience with AKA Raisin and ACCPAC is an asset.
- Demonstrated understanding of volunteer management and issues related to HIV and AIDS is a strong asset.
- Work Conditions and Physical Capabilities: Tight deadlines, Attention to detail, large workload
- Personal Suitability: Organized, Flexibility, Reliability, Excellent oral communication, Effective interpersonal skills, excellent written communication

Salary: $25.00 to $27.00 hourly, 37.5 Hours per week

Benefits: The ACT provides Disability, Dental and Extended Medical Insurance as well as Pension Plan benefits.

Important Information:
- The employee will work 7.5 hours per day, Monday to Friday, from 10:00AM to 6:00PM. Must be available to work evenings and weekends if required.

Apply by e-mail to:
Apply by mail: 543 Yonge Street, 4th Floor, Toronto, ON, M4Y 1Y5

smartinez [at]