JOB POSTING DONATIONS COORDINATOR The Stephen Lewis Foundation has been partnering with grassroots community-based organizations (CBOs) to turn the tide of the HIV and AIDS epidemic in sub-Saharan Africa since 2003. As of 2015, the Foundation has disbursed over $89 million, working in partnership with over 300 community-based organizations on more than 1,400 initiatives in the 15 African countries most affected ___________________________________________________________________________________________ Job Summary Assuming the greatest level of trust, responsibility and fine attention to detail, the Donations Coordinator is responsible for all aspects of the data entry process of ‘in-house’ gifts (daily deposit and one-time credit card batches) to the Raisers Edge fundraising and donor management database, up to and including producing Raisers Edge generated income tax receipts and donor acknowledgements within the Foundation’s established 2-week turnaround from when gifts are received at the Foundation offices. The Donations Coordinator’s Raisers Edge duties specifically include responsibility for the training of, support to, and coordination of Foundation staff and volunteers performing data entry to Raisers Edge, and for ensuring quality control and accuracy over all completed data-entry. As well, the Donations Coordinator is responsible for the daily processing of all cheques received through the mail each day at the SLF offices, and for processing all in-house, one-time donations made by credit card. Foundation policies and internal controls must be maintained at all times. Job Duties and Responsibilities
Provide training to the staff, volunteers and co-op students who are performing ‘in-house’ gift dataentry to the Raisers Edge database on the Foundation’s data-entry standards, guidelines, and practices, as well as, ongoing support that includes providing routine feedback on data-entry performance to standards, so data-entry errors can be minimized
On a daily basis, coordinate the distribution of all in-house donation batches to the staff and volunteers who perform data-entry to the Raisers Edge database ensuring all batches are entered in a timely manner, including proactively bringing to the attention of the Director of Finance any foreseeable delays in batch entry
Perform the required quality control checking procedures on all data-entered gift batches prior to committing the batches and issuing tax receipts
Working in consultation with the Director of Finance and the Director of Canadian Partnerships, issue all income tax receipts and acknowledgment letters for ‘in-house’ donations within Foundation timelines
Prepare all incoming donations received through the mail each day for bank deposit, including batching and photocopying all cheques and correspondence from donors for filing, and preparing a tape total
Code all in-house gift batches prior to data-entry to the Raisers Edge database using the Foundation’s coding procedures, including coordinating with other teams (Grandmothers, Community Campaigns) to ensure all coding is completed so batches can be data entered
On a daily basis, coordinate with Finance team members, then prepare and send out the ‘Daily Deposit Report’ by email, which summarizes donations from all sources each day
Prepare and send: Direct Mail Tracking Reports, Major Donor Alerts, and Foundation Alerts, as well as, special alerts for incoming gifts that have been flagged by staff, as needed
On a daily basis, process all one-time credit card donations received by mail or by phone directly at the Foundation office
Respond to donor requests received by phone and by email for changes of information to their records in Raisers Edge, for reprints and reissues of tax receipts, and to other donor enquires, as needed
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