Non-profit administration, communications, customer service

Position: National Gift Processing and Data Entry Coordinator
Position Type: Contract, one-year, full-time.
Organization: Canadian Parks and Wilderness Society
Location: Ottawa, Ontario. Hybrid work environment. Required to be in the office 3 days a week. Reliable high-speed video-enabled internet access is required. A dedicated quiet workspace is required.

• Language: Bilingual in English and French Preferred – written, oral, and comprehension.
• Salary Range: $46,000 - $51,000 per annum, based on experience.
• Benefits: 3 weeks of vacation, plus an office closure between Christmas and New Year, and up to 10 sick days per year. Comprehensive medical and dental benefits, matching RRSP program after probationary period.
• Posting Date: March 16th , 2026
• Closing Deadline for Applications: March 31st, 2026
• Start Date: April 15th, 2026

About the Organization

Canadian Parks and Wilderness (cpaws.org) is a national charitable organization with 13 chapters across Canada, almost 100 staff, and hundreds of volunteers who have helped to protect over half a million square kilometers of Canada’s public land and water, since 1963.

Our conservation vision is to protect at least half of Canada’s public land and water in a framework of reconciliation – for the benefit of both wildlife and humans.

CPAWS is based on the unceded and unsurrendered lands of the Anishinabe Algonquin Nation, and works in both unceded and treaty lands of First Nations, Métis and Inuit throughout the country known as Canada.

CPAWS is committed to operating in a way that upholds justice, equity, diversity and inclusion (JEDI). We are also working to ensure our office is an inclusive and safe place for people from diverse backgrounds.

About the Role

Reporting to the National Manager, Data Integrity & Analytics, the National Gift Processing and Data Entry Coordinator’s primary role will be gift processing and database management, playing a key role in ensuring the accuracy and integrity of donor data and the maintenance of CPAWS’s fundraising software system, Raiser’s Edge. Your contributions include processing in-house and online donations, reconciling donations (cash, cheques, and credit cards), maintaining donor records, and responding to donor inquiries. This position works closely with all departments at the CPAWS National Office and our regional chapters to maintain and enhance comprehensive databases which support various departmental and organizational needs.

The successful applicant has excellent communication and customer service skills, and knowledge of database management. They have strong attention to detail and exceptional organizational skills, and can adapt quickly while maintaining a clear focus on deadlines and outcomes.

Responsibilities

Donation Processing – 70%

• Process and record charitable gifts, including cash, cheques, credit card and direct deposit donations, following proper fund coding.
• Process Corporate Donations, Bequest, and other unrestricted/restricted donations as needed, following CPAWS Budget Allocation Policy.
• Process Foundation Grants and Donor-Advised Funds following the corresponding chapter designation and CPAWS Grant unrestricted/restricted structure.
• Import and process all online donations received via the online platforms: Engaging Networks, Canada Helps, PayPal Giving Fund, Donate a Car, Benevity, and Charitable Impact.
• Review bank statements weekly and prepare gift processing batches for Electronic Fund Transfer (EFT) deposits.
• Reconcile offline and online deposits to the bank to ensure they balance; operate various payment gateway portals to obtain reports and donor lists and to process, balance and reconcile donations.
• Identify, investigate and resolve discrepancies in Donor profiles and Gift records, contacting donors/vendors when needed.
• File gift batches, control reports, and donation backups (Electronically and In-house) and retain supporting documentation and records for all donations ensuring compliance with CRA rules and regulations.

• Serve as the Data Team Lead for the CPAWS Monthly Donor Processing Program, including inhouse credit card and direct debit files.
• Maintain accurate monthly donor records in Raiser’s Edge and across digital engagement platforms.
• Process monthly donations through multiple channels, including credit card, direct deposit, and online portals.
• Review and reconcile monthly donor transactions against banking systems to ensure accuracy.
• Record and process donations received through telephone CPAWS Telemarketing Monthly Donor campaigns.

Donor Database Management and Donor Inquiries – 20%

• Ensure accurate and timely data entry and update biographical data and contact information into the donor database.
• Provide exceptional customer service, responding to donor inquiries related to monthly payment updates, tax receipts, and general program information received by email or phone.
• Follow up with monthly donors for payment updates, payment declines and upgrades (Mail, Email, by Phone).
• Reissue tax receipt and cancel Tax receipt when applicable
• Liaise with Chapters about any donor requests or Chapter deposits.
• Maintain return mail and update donor profiles in Raiser's Edge accordingly.
• Take part in Quality Control efforts by assisting in database clean-ups.
• Perform regular data clean-up and integrity checks to ensure data accuracy
• Investigating inconsistencies and resolving discrepancies when gift processing/ data entry errors arise.
• Generate reports and/or queries from Raiser’s Edge as requested.
• Assist Database Troubleshooting – continuing support and other knowledge resources.
• Continuous learning of databases and new systems RENEXT WEBVIEW.
• Import and update Donor Information via Telemarking, NCOA, SMS and other external lists.

General Data Team Administrative Support - 10%

• Assist in the preparation of the annual audit: printing, scanning, and filing.
• Ensure that complete and total donor records are always maintained and archived.
• Work closely with team members to help support the needs of various departments related to gift processing and the database.
• Train new staff in donation processing and database management, ensuring consistency and compliance with CPAWS standards.

Accountability and Authority

National Gift Processing and Data Entry Coordinator will work from the CPAWS National office in Ottawa, and report to the National Manager, Data Integrity & Analytics. They will work closely with the Finance Team, Development Team, and CPAWS Chapters, and be the main point of contact with our monthly donors who require assistance. This position requires compliance with the policies and procedures of CPAWS and the Canadian Revenue Agency.

All staff are accountable through the staff structure to the National Executive Director for the planning and delivery of programs and services for which they are responsible. The National Executive Director is responsible for staff management and development, and the effectiveness of programs and services within the priorities and budgets approved by the Board.

The Human Resources Policy guides the National Executive Director in the day-to-day management of the organization. All CPAWS staff will ensure they have read, understand and adhere to the policy manual.

Qualifications & Expectations

Essential Assets

• The successful candidate will be passionate about protecting nature in Canada and will have some knowledge of Canada’s commitment to reconciliation with First Nations, Inuit, and Métis peoples of Canada.
• Experience working with Blackbaud Raiser’s Edge (or similar donor CRM), including data entry, record maintenance, and donation processing and reconciliation.
• At least 3 years of data processing and customer service experience, or relevant studies combined with related experience.
• Strong technical skills in MS 365 (Excel, Word, Teams, SharePoint).
• Experience handling cash, cheques, and credit card details.
• An effective communicator both in writing and verbally, with strong interpersonal skills.
• Exceptionally organized with excellent attention to detail and a high level of accuracy.
• Solid time-management and multi-tasking abilities, with the ability to meet deadlines.
• An inclusive, collegial, and collaborative work ethic with strong teamwork skills.
• Ability and willingness to adapt to changing priorities and deadlines.

Nice to Have

• Experience working or volunteering in the non-profit/charitable sector.
• Knowledge of fundraising and solicitation practices.
• Knowledge of CRA Receipting guidelines.
• Post-secondary degree or diploma in a related field.
• Bilingualism is considered a strong asset.

Application Submission and Hiring Process

CPAWS is committed to a workforce that reflects the diversity of the populations we serve. We encourage applications from all qualified individuals, including applicants from all cultures, racialized communities, abilities, diverse sexual and gender identities, and others who may contribute to equitable representation and diversity of perspectives and ideas. We are committed to a selection process and work environment that is inclusive and barrier-free. Please contact us if you require additional support at any stage of the recruitment process at info@cpaws.org .

To apply, please do it through this link, filling out your information and submitting a cover letter and resume saved into a single PDF with the file name LAST NAME_DataCoordinator by March 31st, 2026.

Please mention you saw this at rcen.ca or goodwork.ca.

We thank all candidates for their interest in the position. Only candidates selected for an interview will be contacted. Applications will be accepted on a rolling basis, as we are looking to fill this position quickly.