Identifying Information

Job Title: Donor Relation and Database Coordinator

Job Type: Permanent Full Time

Job Level: Program Coordinator
Report To: Director of Development

Organization Summary

CMHA-Edmonton Region (CMHA-ER) is a non-profit charitable organization whose mission is to ensure that all people experience good mental health and well-being. We increased awareness and understanding of mental health, mental illness, recovery, and suicide prevention through education. We support the resilience and recovery of people in distress including those affected by mental illness or suicide by providing crisis intervention; safe, long-term and affordable housing; peer support; suicide grief and family support; information and referral support; and providing opportunities to improve your wellness.

Job Summary

Reporting to the Director of Development, Donor Relations & Database Coordinator is responsible for triaging incoming donor communications and looking for ways to meaningfully increase CMHA ER relationship with our donors. The position is also responsible for all fundraising database maintenance, analysis, reporting, cleaning, and responding to all requests for information as well as the general functioning of the department's data management. Specific duties and responsibilities will be also, including, but are not limited to the following and may be subject to change.

Job Responsibilities

Database Management

• Keep up to date records of donor information, gift history, interactions, and other metrics as required by the Director of Development .
• Track donor performance and work with the Director of Development to explore new strategies to maximize revenue.
• Create and manage a department dashboard for analysis, tracking metrics, fundraising, and financial reporting.
• Oversee all pipeline activities by developing, maintaining, and updating information on new and existing donor prospects, and produce donor and prospect profiles in collaboration with the Fund Development Coordinator.
• Work with the Fund Development Coordinator to ensure the accurate and timely processing, recording, receipting, and acknowledgment of gifts, sponsorships, ticket sales, and purchases. This includes ensuring CMHA's compliance with CRA requirements and providing acknowledgments and tax receipts to donors within 3-5 business days.
• Curate and update all lists within the Raiser's Edge database.
  

Stewardship

• Works with the Director of Development to develop strategies for approaching individual donors to achieve revenue targets. Activities include comprehensive annual giving campaigns utilizing direct mail, emails and online fundraising.
• Creates draft materials for individual donor appeals such as letters (appeal and thank you letters), scripts, and response mechanisms.
• Conducts prospect research for the purpose of cultivation, solicitation and stewardship of individual
• Ensures all individual donor recognition commitments are fulfilled.
• Writes custom thank you letters or hand-written notes where appropriate for donors of $500 or more and to prospects CMHA ER is looking to engage, and/or facilitates the signing of said letters (i.e. Management or Board of Directors).
• Develops and works with the Director of Development (or FDC) to prepare annual updates and stewardship reports for individual and monthly donors.
• Participate in the development of key donor messages in relation to special events.
  

Administration

• Working with the Director of Development , provides input in the budget planning process.
• With support from the Director of Development, create an annual Work Plan, setting goals, metrics and timelines related to their portfolio.
• Ensures donor pipeline progress monitoring is completed, including tracking of fundraising performance for the Individual Giving portfolio.
• Ensures timely fulfillment of all tasks including submission deadlines and reporting requirements, ensuring that timelines are met.
• In addition to compliance with all organizational policies and procedures, the incumbent is also expected to behave ethically, demonstrate competence in effective communication and team building.
  

Qualifications

• A minimum of three (3) years of progressive fundraising experience with a strong track record in building successful relationships and generating revenue.
• A college/university degree in Fundraising Management or a related field is considered an asset.
• Proven success in donor development planning, proposal writing, donor solicitation, and stewardship.
• At least 1-2 years of experience using Raiser's Edge software.
• Knowledge of Canada Revenue Agency guidelines for gift administration and issuing charitable tax receipts.
• Ability to manage and maintain a donor database, ensuring accurate and complete donor and gift records.
• Excellent oral and written communication skills.
• Strong skills in analysis, problem-solving, negotiation, consensus-building, and conflict resolution.
• High level of technical proficiency with Microsoft Office Suite and strong computer skills are preferred.
  

Skills and Competencies

Communication Skills

• Strong verbal and written communication.
• Donor stewardship and relationship-building.
• Public relations and donor outreach.

Database Management

• Proficiency in CRM systems (Raiser's Edge, Salesforce, etc.).
• Accurate data entry and maintenance.
• Data analysis and reporting on donor trends.
• Organizational Skills

Multi-tasking and prioritization.

• Attention to detail in donor records and reporting.
• Time management and meeting deadlines.
• Fundraising Knowledge

Understanding of fundraising strategies (annual giving, major gifts, etc.).

• Event coordination and donor campaign support.
• Gift processing and donation acknowledgment.
• Interpersonal Skills

Donor engagement and relationship-building.

• Collaboration with internal teams.
• Empathy, diplomacy, and problem-solving.

Technical Proficiency

• Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with database maintenance.
• Basic understanding of social media and marketing tools.

Ethical Standards

• High integrity and ethics in donor management.
• Maintaining confidentiality of donor data.

Financial Acumen

• Basic budgeting and financial principles.
• Accurate gift tracking and acknowledgment.

Adaptability

• Flexibility in handling changing priorities.
• Problem-solving under pressure.

Required Trainings

• Indigenous Cultural Awareness Training
• Discrimination and Harassment Training
• Diversity and Cross-Cultural Training
• Trauma Informed Care
• First Aid (optional - if required in the position)
• GBA+ Training