Database & Fundraising Systems Specialist

Halton Women s Place•Burlington, ON

5d•CA$54,000 - CA$58,000•Hybrid

About The Position

The Database & Fundraising Systems Specialist is responsible for maintaining the accuracy, consistency, and integrity of the organization’s donor data and supporting donation processing across systems. This role works closely with Finance, Fundraising, an external advisor, and system partners to ensure data is accurate, processes are followed, and systems are aligned. This is a multifunction role. In addition to database ownership, and under the accountability of Finance and Human Resources, the role leads grant project management and reporting, provides backup support for accounts payable, and assists with HR administrative support. The role also supports Raiser’s Edge, Blackbaud Financial Edge, Mailchimp, and integration tools such as Omatic, and contributes to reporting, system optimization, and ongoing improvement of how data is used across the organization. Success requires strong attention to detail, accountability, and flexibility. Approximately 3.5 of 5 working days are dedicated to core database and data-entry functions — entering donations and processing receipts in Raiser’s Edge — with the remaining 1 day per week allocated across the accounts payable, grant, and HR functions.

Requirements

0–2 years of relevant experience or demonstrated aptitude
Post-secondary diploma or degree in business, accounting, administration, or a related field is an asset (not required); equivalent experience will be considered
Strong attention to detail and accuracy
Comfortable working with data, spreadsheets, and systems
Basic proficiency in Excel
Willingness to learn Raiser’s Edge, Financial Edge, Mailchimp, and integration tools
Exposure to or interest in accounts payable, grant administration, or HR administrative functions is an asset
Organized and reliable
Strong focus on accuracy and follow-through
Comfortable working within structured processes and clear expectations
Proactive in identifying issues and asking questions
Able to manage multiple tasks and meet deadlines
Flexible and adaptable in supporting cross-functional priorities across Finance and HR
Clear Police Vulnerable Sector Check
Two-step Tuberculosis Skin Test (TB Test)

Nice To Haves

Post-secondary diploma or degree in business, accounting, administration, or a related field
Exposure to or interest in accounts payable, grant administration, or HR administrative functions

Responsibilities

Enter and maintain donor and gift information in Raiser’s Edge with a high level of accuracy
Support reconciliation of donations across Raiser’s Edge and Financial Edge
Ensure donor and gift records align with financial reporting and coding structures
Provide basic support to staff using the donor database
Process weekly gift receipting and issue donor acknowledgements and tax receipts in accordance with CRA requirements
Perform regular data checks to identify errors, duplicates, and missing information
Ensure required fields and classifications are consistently completed
Follow established standards for all data entry, updates, and corrections
Document all processes clearly and maintain up-to-date procedures
Support alignment across Raiser’s Edge, Mailchimp, and Financial Edge
Assist with onboarding and use of integration tools (e.g., Omatic) to improve data flow and reduce manual work
Identify and implement improvements to how systems are used, optimizing system use and leveraging existing tools more effectively
Prepare routine reports to support Finance and Fundraising
Assist in building and maintaining basic dashboards and reporting outputs
Design structured reporting to support decision-making
Provide backup support for accounts payable functions, including invoice processing, coding, and vendor payment support, under the direction of the Finance team
Train on accounts payable procedures and systems to build capacity to cover this function as required
Ensure accuracy and timeliness of assigned accounts payable tasks
Own the preparation and submission of grant reports to funders, ensuring accuracy, completeness, and on-time delivery
Act as the day-to-day point of contact for assigned grants, managing deliverables and reporting deadlines across active funding agreements
Track and reconcile grant revenue and expenses to ensure accurate allocation and reporting to funders
Lead or coordinate monthly check-ins with sponsors/funders, alongside management and directors
Coordinate the monthly grant work plan overview with the Director of Program & Services, Supervisors, and staff
Complete monthly reconciliation between Raiser’s Edge and Financial Edge related to grant revenue
Provide general administrative support for HR initiatives as assigned, under the direction of the HR function
Other duties as assigned, consistent with the scope and level of this role