Donations & Database Coordinator Jobs

Donations & Database CoordinatorOkanagan College hires the best-qualified candidates for its positions. Selections for bargaining unit positions are conducted in accordance with the provisions of the appropriate Collective Agreement. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Okanagan College thanks all applicants for their interest. Given the volume of applications, only those candidates selected for further consideration will be contacted.
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If you need to edit your application information (ie. your telephone number) before applying for a position, please login and click on the "Account Settings" link on the navigation bar to the left. You will not be allowed to change your application information after you have applied for a position.Bookmark this Competition |Print Preview |Apply for this Job Please see Special Instructions for more details. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates. Competition Details Position Information Position Number S00009 Position Title Donations & Database Coordinator Division/Portfolio Advancement and Foundation Department/Program Advancement Location Kelowna Other Flexible Work Options Your Opportunity Under the general supervision of the Executive Assistant, Advancement & Okanagan College Foundation, the Donations & Database Coordinator is responsible for providing strategic data support to the fundraising team and for managing and processing all donations to Okanagan College and the Okanagan College Foundation. The Donations & Database Coordinator prepares data queries and produces reports, spreadsheets, briefing notes and other related documents for stakeholders (internal and external). Conducts queries, generates reports, prepares mass mailings and assists with electronic communications. Leads the processing of all donations including receiving and tracking donations, providing acknowledgements and receipts, and prepares bank deposits and reconciliations. Prepares gift agreements and supports reporting requirements. Responds to general inquiries, provides customer service for internal and external customers, and performs other related duties as required. Functions and Duties Financial

• Applies for licenses from the gaming commission for gaming activities in all Centres. Maintains records and produces reports related to gaming activities, including staff lottery, ticket lotteries and other gaming activity.
• Receives all donations for Okanagan College and Okanagan College Foundation. Receipts, codes and prepares bank deposits for all donations and revenues received from donors and special events, including donations made online and to other Centres; and prepares acknowledgement correspondence and charitable tax receipts.
• Prepares fund reports for donors.
• In collaboration with the Executive Director, Trades program chairs, and others, coordinates the purchase, auction and sale of vehicles and RVs in support of the Collision Repair and RV Service programs. Ensures all paperwork is completed and processed. Maintains all records of vehicles purchased and auctioned/sold by the Okanagan College Foundation.
• Liaises with Payroll Department regarding payroll deductions for donations. Reconciles bi-weekly payroll deduction reports in Raiser’s Edge.
• Cross-trains Division Assistant on updating Raiser’s Edge, receiving donations, producing receipts, and completing bank deposits. Cross-trains other department colleagues as needed.
• Tracks pledges and payment schedules using Raiser’s Edge and Excel. Prepares and distributes invoices for pledge payments for all pledges including those related to awards, capital campaigns and program support.
• Reconciles cash receipts, prepares journal entries and payment vouchers.

Data Management

• Provides information gathering support including data retrieval, data analysis, key metrics, and creation of spreadsheets or documents.
• In collaboration with Advancement team members, builds online event/fundraising pages, such as through CanadaHelps,Trellis and EventBrite.
• Supports the Advancement team in accessing database information.
• Supports donor relations and stewardship activities by preparing monthly queries and producing stewardship reports for Advancement staff and Foundation Directors.
• Researches best practices and translates best practices to daily operating processes and procedures. Ensures standards within the Advancement team. Remains current in knowledge of database systems and recommends enhancements to the database and incorporates changes as necessary. Seeks development opportunities.
• Provides orientation and ongoing Raiser’s Edge training for all Advancement staff.
• Processes and compiles information from databases to meet audit requirements, and for provincial and federal reporting for the Foundation.
• Liaises with IT Services and the Alumni Relations Coordinator to access, update and maintain alumni/award recipient data in Raiser’s Edge.
• Maintains all donor and prospect records ensuring accuracy and data integrity and generates various activity and fund reports. Actively researches to ensure records are current. Ensures notes/comments are appropriately tracked for engagement and stewardship purposes. May assist with alumni record updating.
• Maintains database and performs all data queries and merges for mass mailings of reports, solicitations, special campaign letters and other correspondence. Prepares data files for events, including invitation lists and RSVP lists.
• Provides strategic data support to the Development Officers to assist with moves management in Raiser’s Edge, including data entry, proposal tracking, grant reporting, and extracting relevant information for regular check-in meetings with Development Officers.
• Supports the distribution of electronic communications.

Gift Administration & Records Management

• Responds to inquiries from donors, staff, and faculty as appropriate and forwards inquiries to Advancement staff as necessary.
• Liaises with Financial Services and Financial Aid & Awards on financial documentation and awards information and advises Advancement on relevant award policy changes.
• Performs other related duties as required.
• Maintains records of donor recognition according to the Donor Recognition Policy to ensure appropriate acknowledgements are provided.
• With direction from the Executive Director and Development Officers and in consultation with Financial Aid & Awards, drafts award and donor agreements. Maintains all related correspondence, photocopies, and files (both electronic and hard copy files).
• Assists in coordinating the annual awards ceremonies as well as other special events hosted by the Advancement office/Okanagan College Foundation.

Education and Experience Completion of Grade 12 or equivalent and graduation from a two-year community college program or equivalent. Over 2 years and up to and including 4 years related experience. Competency in Raiser’s Edge or similar database is required. Previous experience in fundraising, not-for-profit and/or at a post-secondary institution is an asset. Accounting experience is an asset. Skills and Abilities Preferred Qualifications Desired Start Date 08/28/2023 Position End Date (if temporary) Schedule Annual Salary/Hourly Rate $29.84 to $34.05 per hour Appointment Type Support - Regular Full-time Special Instructions to Applicants Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates. Employee Group Support Posting Detail Information Competition Number C002511 Posting Open Date 08/02/2023 Posting Closing Date 08/12/2023 Open Until Filled No Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] . Supplemental Questions
Required fields are indicated with an asterisk (*).
What is the highest level of education attained?

• PhD
• GED
• Master's Degree
• High School Diploma
• Bachelor's Degree
• Diploma/Trade

* Do you currently work, or have you worked for Okanagan College?

• No
• Yes

If yes, please enter your 9-digit employee ID#.
(Open Ended Question) Documents Needed To Apply Required Documents Resume/CVCover LetterReferences Optional Documents

• Tradestrainingbc.ca
• Academy of Management
• Indeed.ca
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• Ica.bc.ca
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• Okanagan.bc.ca
• Educationcanada.com
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• Accelerate Okanagan
• Accreditation Council for Business Schools and Programs (ACBSP)
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