JOB DESCRIPTION: GIFT PROCESSING AND …

1 PRHC Foundation gift PROCESSING & Database Coordinator - updated August 08, 2012 Page 1 job description : gift PROCESSING AND DATABASE COORDINATOR Position Overview The gift PROCESSING and Database Coordinator is responsible for: PROCESSING gifts using Raisers Edge, Raisin and Microsoft Office software developing queries training and supporting staff maintaining the integrity of the Raisers Edge database and leading special database projects assisting with prospect management by providing high quality research and analysis The Coordinator will contribute directly to the development of the relationship with the donor by ensuring prompt and accurate PROCESSING of the gift and thank-you letter, flagging opportunities or concerns to the relationship manager, and at times dealing directly with the donor to complete payment of their gift . As a key member of the Foundation team, the Coordinator will work independently to manage the workload according to priority and will make a positive contribution to the team.

2 Reports to: Manager, Finance and Administration. Key Responsibilities gift PROCESSING : Process donations and pledges according to organizational and CRA policies and procedures with 100% accuracy. Verify all pertinent information given with the gift and make necessary record changes in the database. Flag any missing information reminder notices, naming opportunities etc. Generate thank you letters and charitable receipts. File batch information, gift agreements etc PRHC Foundation gift PROCESSING & Database Coordinator - updated August 08, 2012 Page 2 Flag any opportunities to adjust coding structures to meet the information needs of the Foundation. Collaborate with Manager, Major Gifts & Research to develop and implement solutions Liaise with office volunteers to open mail, record gifts, stuff and mail receipts and letters Supervise other staff and volunteers who assist with gift PROCESSING , data entry, and record maintenance.

3 Provide training and assistance to ensure quality control and adherence to procedures Remove duplicate constituents and merge donor records where necessary Prepare and mail pledge reminder letters on a monthly basis Liaise with funeral homes to receive memorial donations on a timely basis Check for online gifts made through Canada Helps and Raisin and process accordingly Queries: Develop new queries as requested, working with the requestor to ensure understanding of desired output mailing lists, analysis of fundraising results, profile of the database Run queries to update the donor appreciation wall at least twice a year Raisers Edge Administration: Stay abreast of updates to Raisers Edge and schedule/liaise with PRHC IT Department to implement new versions. Perform testing to ensure data integrity after upgrade Oversee user accounts/groups, recommend and manage security permissions Maintain the Raisers Edge gift entry manual.

4 Updating as procedures change or new coding developed Train new staff to ensure understanding of our database structure, coding and procedures PRHC Foundation gift PROCESSING & Database Coordinator - updated August 08, 2012 Page 3 Financial Balance daily receipts and prepare deposits for courier pick-up Reconcile Raisin reporting to Events bank statement As part of the Event team for Signature events, track and manage sponsorships and auction payments and liaise with donors to receive prompt payment Assist with the gift tracking of Third Party Events, ensuring that receipts are within the CRA guidelines to recognize advantage and donation amounts Assist Manager, Finance to reconcile gift records and reports Prepare weekly CEO revenue tracking report Donor and Prospect Research Conduct high quality detailed biographical, corporate, foundation and financial research for identified prospects and donors contributing data and analysis to aid in developing strategies, briefings and research profiles Qualify prospects by determining affiliation, interest and giving potential Engage in ongoing data mining to identify potential donors and volunteers and to augment existing data on current donors and prospects Provide recommendations regarding priority of prospects, giving capacity and propensity to donate Assist with prospect portfolio development as requested Other Duties.

5 Liaise with donors as required to answer questions and confirm information Maintain donor confidentiality and protect PRHC Foundation operations by keeping information confidential Adhere to the AHP & AFP Code of Ethics & Donor Bill of Rights Be an ambassador for PRHC and the PRHC Foundation Provide information to appropriate Foundation staff to further relationships Keep abreast of Revenue Canada regulations concerning charities and provide advice/ insights to Foundation staff Assist at Foundation events as required Provide backup assistance to telephone and walk-in reception PRHC Foundation gift PROCESSING & Database Coordinator - updated August 08, 2012 Page 4 Qualifications College degree or equivalent experience in related field, data entry, accounting 3-5 years experience in database entry and reporting. Experience with Raisers Edge desired but not essential (training will be provided) Extremely computer literate Microsoft Office --- Outlook, Excel, Word (letter merges).

6 Experience in Fundraising organization with an understanding of donor cultivation/solicitation practices Ability to troubleshoot software problems Basic level Accounting knowledge an asset Strong teamwork ability Skills, attributes and experience A passion for PRHC and healthcare fundraising Absolute accuracy and attention to detail Knowledge of the prospect fundraising cycle an asset Knowledge of Canada Revenue Agency legislation as it relates to charitable receipting an asset Complete confidentiality and discretion, sound judgement Take pride in doing a good job, high commitment to quality Good sense of humour; personable Strong customer service oriented approach complemented by excellent organizational and time management abilities Ability to manage multiple priorities from difference sources enhanced by problem solving capabilities Demonstrated strategic thinking and initiative self starter and self-directed Excellent analytical skills and project management skills Working environment Normal working hours are Monday to Friday; hours per day, hours per week.

7 If overtime is required to meet deadlines and manage workload, the flex-time policy allows staff to take equivalent time off