Position Type: Permanent Full-Time Hours: Monday to Friday, from 8:30 am to 4:30 pm

Location: Burlington

Reports To: Director of Finance and Operations

Application Deadline: August 14, 2026

Position Summary

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 is the primary function of the role. Reporting to the Director, Finance & Operations, 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.

Time allocation: 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 described below.

Key Responsibilities

1. Donor Data Entry & Receipting

• 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

2. Data Quality & Controls

• 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

3. Systems, Integration & Optimization

• 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

4. Reporting & Dashboards

• 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

5. Accounts Payable Support (Backup)

• 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

6. Grant Project Management & Reporting (Lead)

• 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

7. Human Resources Administrative Support (Assist)

• Provide general administrative support for HR initiatives as assigned, under the direction of the HR function

8. Other Duties

• Other duties as assigned, consistent with the scope and level of this role

What You Bring

Experience & Skills

• 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

Personal Qualities

• 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

What Success Looks Like

• Donor data is accurate, complete, and consistent across systems
• Donations reconcile cleanly to Financial Edge
• Integration between systems improves efficiency over time
• Reporting becomes more reliable and useful for decision-making
• Processes are clearly documented and consistently followed
• Grant project management and reporting are led effectively, accounts payable backup support is reliable, and HR administrative support is delivered accurately, alongside core database responsibilities

What we offer:

• Medical/Dental Benefits
• Time off benefits
• Retirement Savings Plan options
• Hybrid work model under consideration

Requirements

• Clear Police Vulnerable Sector Check
• Two-step Tuberculosis Skin Test (TB Test)

As part of the recruitment and selection function, HWP will collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWP Hiring Practices Administrative Procedure, HWP’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:

Personal information is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HWP’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce is vital because the workforce should be reflective and representative of the community.

 Although hiring policies must adhere to the qualification requirements set out in applicable Regulations and any applicable collective agreement provisions, HWP recognizes the importance of the following when developing its selection and evaluation criteria:

• valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and
• granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.

We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. 

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Accommodation: Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.

Wellness: The HWP is committed to providing a respectful and healthy work environment.