Database & Donor Records Administrator

Location: St. Thomas

Reports to
Finance Coordinator

Works with
Manager of Fund Development

Vacancy Status Disclosure
This position is for a newly created role in which a vacancy exists.

AI Disclosure
We do not use artificial intelligence (AI) to screen, assess, or select applications.

Barrie Family Hospice of Elgin is more than a place; it’s a feeling. It’s where compassionate care meets comfort, where families find connection, and where every moment matters. We believe that end‑of‑life care isn’t just about health care, it’s about how we make people feel. It’s about creating an experience that honours the whole person: their story, their spirit, and the people they love.

Rooted in the heart of Elgin and nestled among the trees overlooking Waterworks Park, our cottage‑like design has ten beautiful private suites, cozy family spaces, and a peaceful, natural setting that invites quiet reflection, connection, and comfort. We provide expert wrap‑around care—managing pain and symptoms while supporting emotional, spiritual, and practical needs.

This isn’t just a job, it’s a calling. A chance to be part of something meaningful, to walk alongside people during life’s most sacred moments, and to help families simply be families again. Whether it’s a shared laugh around the harvest table, a sunset by the fire pit, or a favourite song played one last time, we are here to create space for love, comfort, and compassion.

Our noble purpose guides everything we do:
We support exceptional care at end of life.

If you believe in the power of presence, compassion, and human connection, we invite you to join us!

Position Summary
The Database & Donor Records Administrator provides essential clerical and administrative support for donor records and donation processing. This role ensures that all donor and gift information is entered accurately, maintained securely, and reported reliably, supporting the organization’s fundraising, finance, and stewardship efforts. In addition to managing data with care and professionalism, this position plays a key role in helping donors feel valued and supported, contributing to the Noble Purpose of Barrie Family Hospice of Elgin, and supporting the team in achieving our goals to serve the community.

Duties and Responsibilities
Data Entry and Record Maintenance

Receive and process donations via mail, phone, credit card, online platforms, EFT, or other approved channels

Enter and update donor, gift, and constituent information in the donor database accurately, following established standards

Maintain organized electronic and paper records to support audits, financial reporting, and legal requirements

Monitor and correct data entry issues, including duplicate records, incorrect gift entries, misspellings, or outdated information

Maintain the integrity of the donor database by ensuring all donations, donor contact information, campaign, and other data are accurate

Adhere to established data entry standards and procedures

Donor and Staff Support

Connect with donors in a friendly and professional manner, ensuring their questions are answered, donations are processed accurately, and any concerns are resolved in a timely manner.

Send personal “thank you” letters or notes to those who contribute to Honorariums and Memorials, including coordinating with individuals, funeral homes, and family members

Notify donors when credit cards are about to expire to maintain ongoing support

Assist other staff with database access and provide guidance on data entry procedures

Reporting and Administrative Support

Prepare routine donation, donor, and financial reports as requested

Pull data for electronic communications, mailings, or other stewardship activities

Support tracking of recurring gifts, pledge payments, giving levels, renewal rates, and stewardship requirements

Establish new fundraising reports and adapt ongoing reports to track donor engagement, campaign progress, and donor trends.

Assist with month‑end reconciliation against the general ledger

Research and analyze donor data as requested to support financial or fundraising reports

System Maintenance and Process Support

Perform regular database maintenance, including basic system tuning and…