Job Description

Overview

Job Title: Data, Stewardship and Onboarding Coordinator

Starting Salary: $52,000

Hospice Vaughan

Hospice Vaughan is a non-profit 12-bed residential hospice that serves the city of Vaughan and its surrounding communities. Since 1995, Hospice Vaughan has provided wrap-around end-of-life support programs for clients and their families.

The Position

The Data, Stewardship and Onboarding Coordinator is an integral part of our administration and fundraising team. This role involves overseeing the collection, organization, and analysis of data to support fundraising efforts, while also ensuring a seamless onboarding experience for new staff. The coordinator plays a key role in maintaining the integrity of donor records, managing donor acknowledgments, and supporting compliance with CRA regulations. In addition, the role supports new employee integration, training coordination, benefit enrollment, and IT-related onboarding tasks. The successful candidate will bring a strong attention to detail, a commitment to confidentiality, and the ability to juggle multiple responsibilities. The role reports to the Office Manager and will be supported by the fundraising and operational teams.

Role and Responsibilities:

Data and Stewardship

Maintain the accuracy and integrity of Donor Perfect.

Process, record and deposit all gift transactions (cash, cheques, credit, e-transfers, third party platforms, etc) to ensure clear representation of donor intentions, issue CRA receipts, financial reconciliation and data management.

Manage all internal processes for record keeping ensuring donations are recorded accurately, coded to the appropriate appeal/campaign and filed/stored following CRA policies.

Provide reconciliation between Donor Perfect and third-party platforms.

Issue thank you letters and tax receipts. Ensure all donors receive timely and appropriate recognition of their gifts.

Serve as the lead on Donor Perfect functionality and suggest process improvements

Handle donor inquiries, including tax receipt reprints and general support

Prepare fundraising and finance reports.

Assist with mailing list pulls and donor research.

Act as an internal resource on stewardship activity for other Foundation staff.

Collaborate in the development of donor recognition/stewardship strategies, and support engagement opportunities and materials

Ensure that all recognition strategies outlined in donor agreements are fulfilled in a timely manner, and monitored and tracked

Provide administrative support to the Fundraising team as needed.

Maintain and adhere to policies regarding confidentiality, cybersecurity and privacy in accordance with professional ethical standards.

Support and attend events to facilitate donation transactions as required.

Onboarding

Prepare for the orientation of new employees -prepare name badges/welcome package

Onboard new employees on the first day of employment

Manage staff training, assign training on various portals, manage employee records and certificates.

Manage IT hardware and IT security training, managing employee records

Enroll employees in benefits and HV RRSP at 3-month probation period, monthly reconciliation of the invoice for Benefit provider

Deposit cheques using the BMO online banking portal

Administrative Filing

Other duties as assigned.

Qualifications & Competencies

Post-secondary education in a related field, or equivalent experience.

3-5 year experience working in fundraising environment, with exposure to major gifts, events, and fundraising/stewardship principles.

Proficiency in donor database management systems (e.g., Donor Perfect, Info Anywhere Microsoft Office Suite), with an ability to learn new apps quickly.

Safeguard confidentiality of donor and client information.

Experience developing recognition/stewardship plans.

Demonstrate data-mindset, with strong analytical skills.

Strong project management skills with high regard for accuracy and attention to detail.

Work comfortably in a highly collaborative team environment; manage competing interests and multiple requests from different stakeholders.

A person of integrity; committed to upholding professional ethics and encouraging philanthropic best practices.

Knowledge of IT hardware, basic technical skills managing audio/ zoom/team's meetings

On-site work expectations

Vulnerable Sector Check required, not older than 6 months.

Qualified applicants are invited to forward a cover letter and resume to hr@hospicevaughan.com. Please specify "Data, Stewardship and Onboarding Coordinator" in the subject line of your email.

Include your personal email if applying via a job porta

We thank all applicants for their interest, however, only those candidates who have been short-listed will be contacted. Please no phone calls or agency inquiries

Job Type: Full-time

Pay: $52,000.00 per year

Benefits:

Dental care Extended health care On-site parking RRSP match
Schedule:

Monday to Friday Weekends as needed
Experience:

Fundraising: 3 years (required)
Language:

English (preferred)
Work Location: In person

Application deadline: 2025-07-24
Expected start date: 2025-08-04