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Fundraising Coordinator – Donor Database and Administration

Red Door Family Shelter

This is a Contract position in Toronto, ON posted March 16, 2023.


Fundraising Coordinator – Donor Database and Administration

Employment Type: Full-Time, Permanent

Hours of Work: 35 hours per week (with the flexibility to work in the evenings & weekends)

Salary: $54,206 per year (based on skills and experience)

Benefits: Red Door offers very generous benefits such as Paid vacation, sick time, Health & Dental coverage, Vision care, Life & Disability coverage and Employee Assistance program.

Reports to: Manager, Annual Giving & Community Engagement

Start Date: April 2023

About Red Door: Red Door is a non-for-profit organization. The mission of the Red Door Shelter is to end homelessness for each family that comes through our doors by providing a safe, temporary refuge and critical services to support them in healing, rebuilding their lives and integrating back into a community. At Red Door, we strive for quality care, advocacy, collaboration, Integrity and accountability.

The Opportunity: The Fundraising Coordinator–Donor Database and Administration is responsible for the recording, acknowledgement and maintenance of the organization’s donor data and donations using the eTapestry software package. This position works closely with the Fundraising and Finance teams. This position supports the overall objectives of the Fund Development team and this role ensures efficiency and timeliness in processing donor information and donations using best practice techniques to maintain optimal data integrity. This position plays a key role in maintaining donor communication (written and verbal) and satisfaction through timely donor acknowledgement. The Fundraising Coordinator – Donor Database and Administration will be working in a small team environment.

Key Responsibilities

  • Responds to daily donor inquiries and complaints via phone, email or letter including but not limited to lost tax receipts and problems with cheques, credit cards, gifts-in-kind receipts and third-party event questions, etc.
  • Oversees and executes timely and accurate entry of donor data in e-Tapestry
  • Process and issue tax receipts for all financial and in-kind gifts in accordance with CRA guidelines, as well as processing appropriate thank you letters and welcome packages
  • General data maintenance and health check in e-Tapestry
  • Verify monthly donations and contact donors whose credit cards have expired/been declined
  • Export data from multiple donation portals, ie: CanadaHelps United Way, etc. into e-Tapestry
  • Flag future activities in e-Tapestry to ensure timely donation reports, reminders, etc.
  • Prepare donor lists for direct mail and email campaigns using the e-Tapestry database
  • Perform weekly donor thank you calls and record post-call data in e-Tapestry
  • Prepare invite lists and merge mailing for the annual Donor Appreciation Reception, record RSVPs in e-Tapestry
  • Prepare mailing lists for the newsletters and donor recognition lists for the website
  • Ensure clean data in e-Tapestry in preparation for fundraising reports.
  • Submit EFT payments from RBC Express each month
  • Make updates to the Red Door website as needed
  • Other duties as required

Financial Management and Fundraising Reporting

  • Prepare monthly reconciliation reports from eTapestry for Finance Director
  • Prepare fundraising reports and post-campaign analysis as requested by Senior Fund Development Manager
  • Coordinate donations through direct deposit when appropriate
  • Prepare invoices for timely payments
  • Maintain fundraising expense report
  • Maintain accurate filing systems both electronically and on paper

Third-Party Events and Annual Charity Events

  • Manages and supports the administration of TCS Toronto Waterfront Marathon, Constantine 5k Yorkville run and Coldest Night of the Year event
  • Supports third-party event organizers, provides logos, answers questions, and provides other support materials as requested
  • Attends events as required
  • Post-event follow-up with organizers/team members


  • Post-Secondary education or equivalent relevant education and experience.
  • Minimum of 2 -3 years experience working with eTapestry or a similar CRM database software, preferably in a non-profit environment.
  • Familiarity with Blackbaud software and various fundraising platforms/software an asset
  • Proficient in Microsoft Office applications.
  • Must be able to communicate effectively and clearly with staff, donors and vendors, both internally and externally, with tact and professionalism in a timely manner.
  • Strong analytical and problem-solving skills.
  • Strong attention to detail with the ability to organize information and priorities.
  • Sound judgment with the ability to maintain a high degree of confidentiality.
  • Ability to work in a fast-paced environment and be able to start and resume work on projects, amid changing priorities, with the capacity to meet deadlines.
  • Demonstrated success working effectively on a team as well as the ability to work with minimal supervision and follow through on all requests in a timely and appropriate manner.

*This is an ideal position for someone interested in pursuing a career in fundraising.

Note: The interview process will be initiated for suitable candidates as soon as possible after receiving the application.

We thank all applicants, however, only those selected for an interview will be contacted. NO PHONE CALLS PLEASE.

Please note: A successful candidate will be required to clear vulnerable sector screening.

The Red Door is an equal opportunity agency and encourages applications from all those who wish to apply. We especially welcome those who have lived experiences and affinities that align with our clients in order to best represent their interests, including women-identifying people, members of the 2SLGBTQ+ community, Black, Indigenous, people of colour (BIPOC), newcomers to Canada, those who have experience with homelessness and violence, and those with disabilities. Regrettably, we are not fully wheelchair accessible at our main office or our Violence Against Women shelter.


Salary: 54206.00