Gifts Processing Coordinator

Job Title
Gifts processing coordinator
Impact Statement
The Fundraising Department plays a critical role in securing the resources necessary for MSF Canada to deliver humanitarian medical assistance to people affected by conflict, epidemics, disasters, and exclusion from healthcare.

The Gifts Processing Coordinator supports the Fundraising Department by ensuring the accurate and timely processing of donations across multiple fundraising programs. Reporting to the Gifts Processing Unit Manager, the Coordinator contributes to an exceptional donor experience through efficient gift administration, maintains the integrity of fundraising data, and strengthens operational processes through collaboration with colleagues across the Fundraising, Finance, and Administration departments.

Through their work, the Coordinator helps ensure that donors receive timely stewardship and that fundraising teams have reliable information to support decision-making and relationship management.

Key Responsibilities

Manage the timely, accurate and effective administration of all philanthropy gifts from the point of physical or electronic mail to delivery of tax receipts. This includes uploading, managing, and filing records of this information to SharePoint and the Raisers Edge database.

Ensure Philanthropy data is accurate and up to date, by monitoring data input by the Philanthropy team, updating profiles and working in collaboration with the Fundraising systems - Data and Analysis unit.

Create and document processes, update existing process documents and provide training to Philanthropy team colleagues.

Job-Specific Competencies
Gift administration ; accurate and timely processing of gifts

In-office gift mail sorting, inputting gift codes, EFT and cheque batching and bank deposits

Generate gift receipts and gift letter of acknowledgements in English and French

Communicate with unit coordinators to flag new gifts and donor requests, ensuring 48-hour turnaround time for responses

Maintain a strong understanding of receipts, acknowledgements, and CRA receipting guidelines

Manage centralized system of gift tracking and donor acknowledgements

Manage data transfer and reconciliation of donor data into CRM database in collaboration with unit coordinators

Manage and coordinate the various letters of acknowledgement and tax receipting for philanthropy donors.

Assist with gift processes of Third-Party Aggregators (Benevity, CAF, Double the Donation, Canada Helps)

Coordinate with external vendors, contacts and internal team members regarding Philanthropy donors and gift data

Knowledge of database maintenance ;
Update, edit and validate donor data

Responsible for data hygiene in Raisers Edge (RE) and constituent entries and profiles are up to date

Ensure correct gift coding in Raiser’s Edge

Perform database queries, summarize database findings, and present actionable database insights

Manage and monitor excel documents for gift tracking

General knowledge of tax rules and compliance related to receipting in Canada

Train new Philanthropy colleagues on the RE gift entry processes, acknowledgement process and receipting process relevant to their role

Stay up to date and maintain Receipter Pro - updating processes as the changes happen

Stay up to date with RE updates and changes – updating processes as the changes happen

Administration ;
Knowledge of administration activities; ability to carry out administration tasks effectively and efficiently support team

Monitor incoming donations

Create and regularly update relevant process documentation

Organize and maintain Philanthropy online and physical gifts files

Provide administrative support during events and team meetings related to gift entry in collaboration with the Gift processing Unit Manager.

Organize and schedule meetings, take meeting minutes

General gifts administrative support for the Philanthropy team

Knowledge and Experience

Demonstrated professional experience in the fields of records management, legal assistance, fundraising, or office administration

Strong computer literacy, including ability to use word processing, spreadsheet and database software, to search the internet for research purposes and to…