Development Gift Processing Coordinator - 12 month contract

Who we are 

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke. 

We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply. 

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website. 

The opportunity 

In this role you’ll be part of the Constituent Operations and Customer Service team, which is responsible for the smooth, accurate, and secure processing of donations and lottery ticket purchases, as well as the delivery of high-quality constituent support. The team plays a critical role in ensuring excellent and consistent constituent experience by partnering with IT Operations and Finance to identify and implement process improvements that strengthen controls, efficiency, and service quality. 

Reporting to the Manager, Gift Processing, the Development Operations Coordinator plays a key role in ensuring philanthropic and estate revenue is processed accurately, efficiently, and in full compliance with applicable requirements. You will record and maintain gifts in the organization’s CRM, support the timely issuance of charitable tax receipts in accordance with CRA guidelines, and help ensure revenue is fully reconciled with financial records. 

In this role, you will also help maintain and strengthen gift processing policies, systems, and procedures, ensuring adherence to internal gift acceptance standards and Canada Revenue Agency regulations related to charitable gift recording and receipting. Working closely with cross-functional partners, you will identify opportunities to improve operational processes and data quality, provide accurate and reliable gift information to staff and stakeholders, and apply AI-enabled efficiencies to increase accuracy and effectiveness. 

This is a 12-month contract and hybrid role. Candidates must be able to work from the Toronto office 1-2 days per week, based on the needs of the business.  

How you will make an impact every day 

End to End Donation Management

• Oversee the end-to-end processing of one-time donations and estate gifts, ensuring all transactions are handled accurately, compliantly, and in a timely manner. 

• Manage gift processing from receipt through reconciliation, including issuing acknowledgments and maintaining detailed records. 

• Monitor, acknowledge, and process gifts received from multiple channels, such as direct deposits, EFTs, credit card imports, and various digital giving platforms. 

• Maintain comprehensive documentation and backup files related to deposits and donor communications. 

• Create, manage, and reconcile CRM receipt batches and deposit records for all donation types, including cash, cheques, EFTs, direct deposits, credit cards, and estate gifts. 

• Support data imports and integrations with online donation systems, updating daily deposit logs for accurate monthly financial reconciliation. 

• Resolve data entry errors promptly, apply sound judgment for nonstandard or high-value gifts, and investigate issues related to gift coding, adjustments, or receipting, escalating as needed. 

• Ensure all documentation processes align with CRA and organizational guidelines, maintaining appropriate records for contributions. 

• Utilize AI tools to summarize donation documentation, identify patterns, and flag inconsistencies across systems. 

Revenue tracking and reconciliation 

• Maintain manual revenue tracking tools to support verification of monthly PowerBI and Finance reports  

• Reconcile CRM gift entries against Finance deposit logs and banking records  

• Identify discrepancies (e.g., incorrect coding, missing entries, province errors) and coordinate corrections with Finance  

• Support audit-ready documentation standards for all processed revenue 

• Follow the NSF process – ensuring tax receipts are voided and donors are notified of their receipt being voided 

Data Integrity, compliance and security

• Maintain the integrity of donation data to support accurate financial reporting and donor stewardship. 

• Ensure adherence to data standards and when relevant, identify trends and issues that could compromise data quality and security   

• Participate in relevant Data Governance activities such as training and providing input on data standards and procedures 

• Ensure gifts are recorded correctly in the CRM and aligned with financial systems  

• Validate data across multiple revenue streams and systems 

• Ensure gift processing activities meet regulatory, audit, and internal compliance requirements 

• Leverage AI enabled tools to support the review, validation, and accuracy of donation data across 

Cross-Functional Collaboration

• Partner with internal departments as needed to support accurate gift processing, investigate complex situations, develop new processes and refine existing processes  

• Collaborate and maintain positive relationships with external vendors as required  

• Develop and maintain working knowledge of gift processing requirements to provide knowledgeable back up coverage during absences or during peak periods to ensure operational continuity.  

• Strengthen team resilience by supporting peers and contributing to the development of consistent gift processing practices across the team. 

• Develop and continuously update process guides and task instructions associated with position workflows to ensure accurate cross training and knowledge transfer amongst team members.  

• Participate in skill building activities to improve individual and overall team knowledge/skill and capacity 

Workforce Planning and Volunteer Engagement

• Support volunteer and co-op recruitment efforts to support operational and seasonal capacity needs 

• Lead the collaborative partnership with GP colleagues to ensure volunteers are trained to contribute effectively, safely and confidently in their assigned roles 

• Ensure volunteers understand expectations, processes and organizational values 

• Coordinate schedules and workloads to ensure coverage during high-demand periods 

• Foster positive, respectful and engaging volunteer experiences that encourage retention and repeat involvement 

Process Improvement and Quality Assurance  

• Identify risks, inefficiencies, and opportunities to strengthen gift processing controls 

• Support the creation or improvement of procedures, job aids, and controls 

• Drive ongoing gift processing improvements by responsibly leveraging AI efficiencies 

Who we need 

Experience 

• 3-4 years of relevant work experience in non-profit operations, accounting, or finance 

• 1-2 years’ experience with Blackbaud CRM, Raiser’s Edge/RE NXT or other CRM (especially pertaining to gift processing, batching, receipting and constituent management)     

• knowledge of applicable CRA regulations regarding philanthropic contributions and Generally Accepted Accounting Principles (GAAP) would be an asset 

• Proficiency with Excel and enterprise financial tracking tools  

• Experience recruiting or supervising volunteers would be an asset 

Education

• Post‑secondary diploma or bachelor’s degree in business, accounting, finance, nonprofit management, or a related field, with applicable coursework or training in accounting, financial administration, gift processing or nonprofit operations considered an asset 

Skills 

• Extensive expertise in gift processing, fundraising, donor relations, and compliance requirements. 

• Strong problem-solving, critical thinking, and quantitative analytical skills for resolving complex donation issues and ensuring data accuracy across multiple systems. 

• Proven ability to manage confidential information, competing priorities, and work effectively under pressure, both independently and collaboratively. 

• Exceptional attention to detail, organizational skills, and experience with reconciliation. 

• Excellent interpersonal and communication skills, adaptable to change, and innovative in leveraging AI-enabled tools for data analysis and reporting. 

• Preferred experience with Blackbaud Luminate CRM, Stripe, and Financial Edge/FE NXT. 

What we offer 

This role offers a hiring range of $55,000 to $65,000, aligned with our compensation framework and your professional background. Heart & Stroke believes that time off is integral to the personal health and wellness of our employees.  We offer paid wellness days and personal days.  In addition, we provide health, medical, dental and vision benefits.  Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.  

Apply now 

If you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by May 1, 2026. Applicants must be currently residing in Canada and legally entitled to work in Canada. At this time, interviews are currently being conducted via phone or video call, so we look forward to ‘virtually’ meeting you! 

Accommodation 

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you.