About Company
At Career.zycto, we are dedicated to connecting exceptional talent with impactful opportunities across the non-profit sector. We believe in empowering organizations to achieve their mission through strategic staffing solutions and comprehensive support services. For a Fundraising Documentation Officer, Career.zycto offers a dynamic environment where your meticulous organizational skills and passion for data integrity will directly contribute to vital community projects. Join a team where your expertise ensures clarity and compliance, propelling meaningful initiatives forward. We foster a culture of precision, collaboration, and continuous improvement, making it an ideal setting for those who thrive on detailed work and making a tangible difference.
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Job Description
Are you a highly organized individual with an unwavering eye for detail, passionate about the power of clear and compliant documentation in the non-profit world? Career.zycto is seeking a dedicated Fundraising Documentation Officer to join our dynamic team in Sydenham Ward, Kingston. In this pivotal role, you will be instrumental in ensuring the integrity, accessibility, and compliance of all fundraising-related records and communications. This is an exciting opportunity for a professional who thrives on creating order, managing information efficiently, and supporting impactful philanthropic initiatives.
The Fundraising Documentation Officer will be the custodian of our fundraising data, responsible for developing and maintaining robust systems for donor records, grant applications, financial contributions, and outreach activities. Your expertise will directly enhance our ability to secure funding, build lasting donor relationships, and accurately report on our achievements. You will work closely with fundraising managers, program leads, and finance teams to ensure all documentation adheres to regulatory standards, internal policies, and best practices, including CRA guidelines and privacy legislation.
Beyond mere record-keeping, this role involves a proactive approach to information management. You will regularly audit existing documentation for accuracy and completeness, identify areas for process improvement, and implement new strategies to optimize our data management workflows. This includes everything from meticulously cataloging donor interactions and gift agreements to preparing supporting documents for grant proposals and stewardship reports. Your daily tasks will range from precise data entry and database maintenance to drafting summaries and compiling comprehensive reports that articulate our impact to various stakeholders. You will also play a crucial role in preparing for audits and ensuring our documentation stands up to scrutiny, reflecting our commitment to transparency and accountability.
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Key to this role is your ability to transform raw data and narrative into compelling, accurate, and easily retrievable records. You will oversee the lifecycle of documentation, from initial data entry and categorization to archiving and retrieval, ensuring confidentiality and security at every stage. This position requires strong proficiency with CRM systems, database management, and a thorough understanding of data privacy principles. Your contributions will provide the critical foundation upon which successful fundraising strategies are built, directly influencing our capacity to expand our reach and deepen our community impact. If you are a proactive problem-solver with exceptional organizational skills and a commitment to precision, we invite you to apply and help us make a significant difference.
Key Responsibilities
- Manage and maintain comprehensive donor databases and fundraising records, ensuring accuracy and currency.
- Ensure accuracy and completeness of all fundraising documentation, including donor profiles, gift records, pledges, and acknowledgements.
- Develop, implement, and refine efficient documentation procedures and filing systems (both digital and physical).
- Assist in preparing and compiling documentation required for grant proposals, reports, and donor stewardship materials.
- Ensure strict compliance with relevant regulations (e.g., CRA guidelines), data privacy laws (e.g., PIPEDA), and internal organizational policies.
- Conduct regular audits of fundraising data to identify and correct discrepancies, maintaining data integrity.
- Generate comprehensive reports on fundraising activities, donor engagement, and impact metrics as required by stakeholders.
- Collaborate effectively with fundraising, finance, and program teams to gather and cross-reference necessary information.
- Maintain the highest level of confidentiality and security for all sensitive donor information.
- Train relevant staff members on documentation best practices, CRM usage, and data entry protocols as needed.
Required Skills
- Exceptional organizational and meticulous record-keeping abilities.
- Proficiency in CRM software (e.g., Salesforce, Raiser's Edge, Blackbaud) and database management.
- Advanced knowledge of Microsoft Office Suite, particularly Excel, Word, and Outlook.
- Strong attention to detail and unwavering commitment to accuracy.
- Excellent written and verbal communication skills for clear and concise reporting.
- Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
- Solid understanding of data privacy principles and confidentiality requirements.
- Demonstrated ability to work independently with minimal supervision and collaboratively as part of a team.
Preferred Qualifications
- Bachelor's degree in Non-profit Management, Business Administration, Communications, or a related field.
- Minimum of 2 years of direct experience in a non-profit fundraising or administrative role.
- Familiarity with Canadian charitable regulations, specifically CRA guidelines.
- Experience with electronic document management systems.
- Certificate in Data Management, Records Management, or a related discipline.
Perks & Benefits
- Competitive salary and comprehensive benefits package.
- Generous paid time off, including vacation and statutory holidays.
- Opportunities for professional development and continuous learning.
- A collaborative, supportive, and inclusive work environment.
- The chance to contribute directly to meaningful community initiatives and social impact.
- Health and dental insurance coverage.
- Life and disability insurance.
- Employee assistance program for personal and professional support.
How to Apply
Interested candidates are encouraged to apply by clicking the application link below. Please include a cover letter detailing your relevant experience and why you are passionate about this role, along with your updated resume. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
