Database Specialist

OVERVIEW

Reporting to the Manager, Database & Integrations, the Database Specialist is responsible for the accuracy, integrity, and performance of the Foundation’s donor database. This role ensures that donor and gift information is recorded consistently, securely, and in accordance with CRA charitable receipting standards. The Database Specialist provides essential data, reporting, retrieval, interpretation, and technical support to fundraising, stewardship events, and finance teams in a fast-paced environment to advance the Foundation’s mission.

Database administration & integrity:

• Maintain and administer the Raiser’s Edge & Raiser’s Edge NXT donor database
• Ensure consistent coding across records, including but not limited to campaigns, funds, appeals, attributes, package codes, solicitor assignments, and solicit codes
• Perform regular data integrity & cleansing efforts including but not limited to deduplication, global changes, table maintenance, cleanup of constituent profiles, review of gift data for accuracy.

Reporting, queries, & analytics:

• Develop and manage queries, lists, dashboards and custom reports to support fundraising strategy and operations
• Provide reports, data insights and analysis as needed to support the work of the development and events teams and movement through the donor journey, and to support the finance team in monthly and yearly reconciliation and audit tasks
• Supply data extracts for stewardship activities, direct mail, digital campaigns, donor segmentation, and prospect identification
• Experience developing and running complex queries in Raiser's Edge (RE) is considered a strong asset.

GIft entry oversight & compliance:

• Process, review, and import gift batches from various internal and external sources into Raiser's Edge, ensuring accurate coding and prompt receipt issuance.
• Ensure compliance with CRA receipting requirements, including documentation for pledged gifts, in-kind gifts, memorial/tribute gifts, and events
• Assist with month-end and year-end gift reconciliation processes with the Finance department
• Develop, maintain, and continuously improve internal process documentation for operational activities, including but not limited to gift processing, receipting, data entry, reporting, batch template maintenance, and other related business processes.

Systems integration and optimization:

• Work with external partners to ensure third-party connections to donor database are working correctly and troubleshooting when necessary
• Recommend enhancements to workflows, data architecture, and database configuration to improve efficiency and user experience
• Support implementation of new integrations or upgrades

Gift processing & receipting:

• Process gifts directly from diverse streams—including direct mail, online portals, tribute gifts, EFTs, event platforms (e.g., Trellis), estate gifts, gifts-in-kind, and Shopify—and ensure all data is accurately entered into Raiser’s Edge.
• Manage accounts with third-party donation platforms such as Canada Helps, My Tribute
• Coordinate receipting process including developing templates, troubleshooting, improving processes

User support & training:

• Maintain consistency and publish the campaigns, appeals and fund structure logic consistently across the RE & third-party platforms
• Serve as a responsive primary resource for database questions, providing timely support across departments in a fast-paced environment.
• Train new staff on database use, data standards, and reporting tools

• Donor-centered approach with strong CRM skills (RE/RE NXT) and advanced Excel; experience with Power BI is considered a strong asset.
• Experience with fundraising event management platforms (e.g., Trellis) is considered an asset.
• Exceptional attention to detail with high data accuracy and solid governance practices.
• Knowledge of CRA receipting, PIPEDA privacy standards, and key data structures (campaigns → appeals → funds → gifts).
• Skilled at designing clear coding structures and troubleshooting database issues and import errors.
• Experienced in leading, training, and supporting gift processing teams to ensure accuracy and consistency.
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