Job Description

Revised: August 2021
Position Type: Permanent Full-Time
Risk Level: Medium

Job Title:         Donor Database Administrator

Reports to:      Director of Fund Development

Job Summary:

    • As Canada’s largest living history museum, Heritage Park creates immersive experiences that bring to life the stories and diverse voices from past to reveal lessons still relevant today. The Donor Database Administrator is a member of the Fund Development team and has primary responsibility for the data entry, content, accuracy and integrity of the Raiser’s Edge database while strictly adhering to CRA regulations in respect to tax receipting. This position is also responsible for high-quality prospect research on corporations, foundations and individuals to support achieving the fundraising goals of Heritage Park. This is a key team position, supporting the work of other team members in the work they do.


Duties & Responsibilities:

  • Ensures timely and appropriate Gift entry, receipting, and donor acknowledgement;
  • Updates database as changes in donor contact details, new activities and other donor engagement occurs;
  • Delivers effective operation of the Raiser’s Edge database in all its capacities, with strong emphasis on data integrity;
  • Provides user support for data pulls, custom reports, user documentation, and training;
  • Performs database troubleshooting, system testing, updates, installations, data mapping, imports and backups;
  • Provides training and support to team members and helps organizational leaders understand how the database can support the organization’s fund development/engagement goals;
  • Develops, implements and maintains all Raiser’s Edge procedures in accordance with best practices;
  • Conducts prospect identification projects tied to specific fundraising priorities for Heritage Park;
  • Performs prospect management for Fund Development department by utilizing the in-house database to perform queries; creates and updates data and reports that present information on prospects and donors;
  • Develops database and operational process flows and documentation as required by the Director of Fund Development;
  • Identifies and qualifies new prospects for cultivation that align with Heritage Park’s fundraising priorities;
  • Compiles, analyzes, and verifies biographical, business and financial research on prospects using the Internet, databases, in-house files, and other sources;
  • Prepares and updates briefing notes and profiles on potential individual, corporate and foundation donors by synthesizing the information collected;
  • Organizes volunteers to support work as appropriate;
  • Responsible for donor stewardship related to donations, such as phone calls to thank donors for gifts;
  • Coordinates gift in kind receipts and donor acknowledgements;
  • Work closely with accounting, administration and other team members for tax receipting and other purposes;
  • Knowledge of Showpass and similar event registration/organizing software an asset;
  • Assists the Fund Development team with administrative requirements for large scale fundraising events and stewardship requirements; and
  • Participates in the Fund Development team annual planning and, as appropriate, in execution of plans as a member of this team.

Education and Experience:

  • Related post-secondary education (i.e. Information Technology, Business Administration, Fundraising, etc.).
  • Knowledge about and commitment to adhering to Canada Revenue Agency requirements.
  • 5 years of related work experience in prospecting, database management on a fundraising system such as Raiser’s Edge.
  • Experience working with donors to complete donation requirements. Proven experience nurturing and stewarding relationships with donors.
  • 5 years of experience in a fundraising environment and not-for-profit sector (or an equivalent combination).
  • Knowledge of AFP, Imagine Canada and other professional fundraising associations Code of Ethics, as per industry standards.



  • Outstanding technical skills, including extensive Raiser’s Edge and prospect research knowledge (Blackbaud Certification an asset);
  • Detail oriented, with a commitment to following policies, procedures and industry/sector best practice and standards;
  • Willingness to learn new software for database management, donor stewardship and fundraising event management;
  • Excellent analytical and organizational skills, with attention to detail and the ability to meet deadlines while adjusting to changing priorities;
  • Ability to work in a fast paced and results-oriented environment; excellent verbal and written communication skills;
  • Ability to work in a changing, dynamic team and organization;
  • Ability to apply an ethical code and good judgment to handle confidential materials and situations with sensitivity and discretion; and
  • Ability to work as part of a team.


  • May be required to wear a costume (as provided by the costume department) during fundraising events.

Hours of Work:

  • 35 hours per week; Monday – Friday 8:30 am – 4:30 pm;
  • Flexibility to flex work from fundraising event sites, home and office as required, and
  • Occasional early morning, evening and weekend work required.

Candidates meeting the above criteria who wish to apply for this exciting opportunity should email their cover letter and resume, in confidence, to:

We thank all applicants for their interest; however, only those considered for an interview will be contacted directly.  No phone calls, please. 

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Donor Database Administrator

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