Position:                 Fundraising and Database Associate
Location:                Provincial Office
Reports to:            Director of Finance and Administration
Status:                    Full-time

Position Overview:

Are you looking for an exciting opportunity to support a pioneering mental health charity? The Schizophrenia Society of Ontario (SSO) is hiring a Fundraising and Database Associate Reporting to the Director of Finance and Administration, the Fundraising and Database Associate plays a pivotal role in all aspects of fundraising for the organization. Responsibilities include operational support to the fundraising department, donor database and related donor relations; co-ordination of the Direct Response program; administration and reporting on the Nevada program, co-ordination of the In Tribute/In Memoriam program, Membership program and Merchandise Program.

The Schizophrenia Society of Ontario (SSO) is a charitable health organization supporting individuals, families, caregivers and communities affected by schizophrenia and psychosis across the province since 1979. Our aim is to make positive changes in the lives of people affected by schizophrenia and psychotic illness by building supportive communities through services, education, advocacy and research into the social factors that directly affect mental illness. We are a community leader and fill a critical service gap for families who use our services.

Key Areas of Responsibility:

Operational Support to the Fundraising Department

  • Organize and provide support to donor cultivation meetings which may include; booking meetings, providing support to the meeting, providing information for the meeting
  • Assist in researching and providing background information on current and new individual donors/corporations etc. From the organizational donor database which may include history of past funding/partnerships etc.
  • Provide all fundraising department reports as requested for internal and external purposes. This includes the organization’s annual report, report to the CEO etc., and co-ordinate the information gathering with the fundraising team
  • Provide regular fund development revenue updates to the CEO as requested
  • As part of the team, provide support to fund development initiative’s as defined
  • Co-ordinate the agendas for all fund development team meetings
  • Be responsible for the back-end administration of all RE Online Express processing and receipting as needed

Database Coordination and Donor Relations

  • Through effective and efficient donation administration and stewardship, the position contributes to the team’s fundraising efforts and focuses on both building and maintaining relationships with our donors
  • Responsible for answering donor inquiries over the phone and in person, processing donations and preparing tax receipts through the RE NXT database
  • Ensures all data /donor information is properly captured in RE NXT
  • Oversee volunteers or temporary staff for data inputting in RE NXT
  • Manages and inputs information into the donor database to ensure accuracy and timeliness of entries as it relates to financial matters, prepares receipts in a timely manner and all acknowledgment/thank you letters for all donations and grants received
  • Generates and pulls queries, reports and related information from RE NXT database
  • Opens, sorts, and distributes donor correspondence and responds as appropriate
  • Functions as the RE NXT resource to the organization, ensuring guidelines are adhered to, the database has integrity and the organization is proficient in utilization of the software
  • Keeps donor information on RE NXT up to date by inputting communications with prospects and donors, including relationship changes for donors
  • Ensures quality control of the database through regular reviews and identifies gaps in recording with team members who are inputting information on prospects, donors, granting, and special events information into RE NXT
  • Ensure all organizational fundraising policies and procedures regarding receipting are met and timelines adhered to
  • Manages individual donor lists as changes/additions occur throughout the year including the management of the e-donor lists
  • Identifies first time donors and ensure the recognition and stewardship procedure are followed
  • Works with finance in reconciliation of donations and donor activity

Direct Response Program (Hard mail and e-mail acquisition)
Co-ordinates the direct response program specifically:

  • Works with the CEO and fundraising team to develop the annual direct response plan, including setting revenue targets and timelines, for both e-response and hard mail
  • Collaborates with Marketing /Communications, who leads the development of content for each direct response campaign
  • Collaborates with marketing and communications for all graphics and production of the piece
  • Works with the direct mail provider to ensure all print and electronic components of the program are executed as per plan
  • Ensures the appropriate donor lists are pulled for the program based on donor preference, analytics and program performance
  • Provides analytics on direct response performance and advise on the performance of campaigns Co-ordinate the In honor /In memoriam program

Nevada Program

  • Works with ticket suppliers to identify possible locations to enhance revenue.
  • Prepares the Nevada Reports in conjunction with the director of finance and administration

In Memoriam/In Tribute Program

  • Liaises with Funeral Homes in Ontario to ensure they have our information for in memoriam donations
  • Promotes and co-ordinates the in Tribute Program and ensures all content is on the website. Responds and fulfills requests
  • Develops website content for the program with Marketing

Merchandise Program
  • Ensures fulfillment on merchandise orders. Develops website content to promote merchandise and an e-store
  • Presents ideas for merchandise products that could enhance revenues

Other duties as assigned
  • The position may periodically be asked to perform other duties both within the department or the organization as required

Education and Experience:

  • University or College Degree/Diploma and 3 years of related experience or an acceptable equivalent
  • Experience in the non-profit charitable sector
  • General proficiency in Windows applications
  • Advanced working knowledge of RE NXT
  • Experience working with a variety of databases and software
  • Experience in creating and maintaining project budgets

Relevant Skills and Attributes:

  • A minimum of two years of experience in Blackbaud CRM Systems (RE NXT preferred), accounting or related experience
  • Ability to perform basic analysis of statistical and financial data
  • Computer literacy: proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Exceptional time management and organizational skills, ability to manage multiple priorities with a high degree of accuracy and meet deadlines
  • Ability to work independently or as part of team
  • Strong customer service skills
  • Strong communication and interpersonal skills to liaise with a range of stakeholders, donors and funders
  • Ability to meet deadlines and timelines
  • Professional demeanor and ability to respond to diverse stakeholders
  • Research and analytical skills
  • Ability to work independently as well as within a team and organizational context
  • Self-starter with the ability to juggle priorities
  • Good organizational skills

Work Environment:

  • The position will require work in both traditional office settings as well as community settings working closely with people living with mental illness and sector partners
  • Must be willing to work some evenings and weekends
  • Some travel will be required.

The Schizophrenia Society of Ontario is committed to equity in employment and actively seeks applicants from diverse backgrounds.

To apply for this exciting opportunity, please submit your resume and cover letter (one document in Word or pdf format) by Friday, October 18, 2019 via e-mail to

We thank all applicants in advance, but only those selected for an interview will be contacted.

Download the PDF file of job posting