Background

War Child Canada is a registered Canadian charity based in Toronto that works to accelerate peace and disrupt the cycle of violence by investing in and empowering local communities to build brighter futures through comprehensive, evidence-informed programs that foster resilience, self-reliance, and self-determination.

War Child Canada is globally recognized for our grassroots, community-driven model of humanitarian action that’s rooted in collaboration and entirely locally led. We have developed a solid track record of long-term, sustainable impact supporting children and families living in areas dominated by conflict.

War Child Canada works with some of the most vulnerable populations around the world and is a leader in developing and implementing programs specifically targeting and protecting children, women, and displaced people living in the most complex humanitarian environments in Afghanistan, the Democratic Republic of Congo, South Sudan, Sudan, Uganda, and Yemen.

Position Summary

The Officer, Database Administrator plays a critical role in advising, configuring, and maintaining database systems for the Development and Finance teams. Key responsibilities include executing database updates, ensuring compliance with industry standards, and driving improvements in system performance and processes. The role also encompasses designing data import routines, reconciling revenue, and ensuring high data quality. The officer supports report generation, analyzes campaign data, and collaborates with fundraisers to enhance donor targeting. Additionally, the position involves user training, process documentation, and ensuring consistent database usage across teams. This role is essential in issuing tax receipts, acknowledgment letters, and tracking communications. Building strong relationships with team members and providing cross-departmental support is a fundamental aspect of this role.

Responsibilities

Database Administration and Support

Provide strategic advice and establish coding, structures, and processes to meet the database requirements of the Development and Finance teams.
Execute database recoding and global changes as needed.
Ensure that gifts from all platforms are accurately batched and processed in a timely manner.
Ensure Raiser’s Edge NXT data remains compliant with industry standards through regular reviews of data and processes.
Proactively assess and recommend improvements to database systems and workflows.
Develop and maintain procedural documentation related to database use.
Set up new users and manage security groups.
Oversee the implementation and maintenance of platforms that enhance automation, such as RedArc and Omatic.
Supervise the batching and data entry processes in eTapestry.

Data Imports and Quality

Design and implement data import routines in collaboration with third-party suppliers.
Ensure timely and accurate import of external data into Raiser’s Edge NXT.
Supervise the Importomatic templates in Omatic to ensure that data from all platforms is imported accurately and in a timely manner.
Work with the Finance Team to reconcile revenue and ensure data integrity.
Establish procedures to regularly check and enhance data quality.
Implement database housekeeping routines to optimize donor data accuracy.

Data Outputs & Reporting

Support the creation and execution of query selections within Raiser’s Edge NXT.
Provide reporting expertise to support campaign result analysis.
Generate simple data outputs and complex reports for fundraisers using query and export tools.
Develop and manage dashboards for performance tracking and reporting.
Assist fundraisers in leveraging donor data for segmentation and effective targeting.
Assist fundraisers by utilizing donor ratings and data segmentation through Target Analytics, Prospect Insights, and iWave imports.

Team Collaboration and Support

Provide data and list pulls to support the day-to-day operations of Development and Events teams.
Collaborate with fundraisers to standardize best practices for database use, income processing, data management, and stewardship.
Deliver user training and create clear process documentation to promote consistent database use across teams.
Train staff in other departments on fundraising record compliance requirements.
Foster strong relationships across departments to support database-related initiatives.

Tax Receipting and Gift Acknowledgment

Issue tax receipts and ensure tax compliance within the database, including the regular and timely issuance of one-time gift receipts.
Generate and send acknowledgment letters to donors.
Track and develop new letter codes as needed.
Issue and deliver donation receipts through eTapestry.

Gift Processing

Oversee gift processing across departments and third-party platforms.
Process monthly Electronic Funds Transfers (EFT) and credit card donations.
Record various types of donations, ensuring accurate tracking.
Maintain precise and up-to-date records of all processed gifts.

Qualifications

Experience & Knowledge

A bachelor’s degree in Information Systems, Data Management, Computer Science, or a related field, or equivalent experience.
Proficiency in database operations with Raiser’s Edge, is a MUST.
Certifications in database management or fundraising software (e.g., Raiser’s Edge NXT) are considered an asset.
Minimum of 1-3 years of experience in database administration, preferably within a not-for-profit or fundraising environment.
Proven experience managing and maintaining complex databases, including data imports, exports, and reporting.
Experience with Raiser’s Edge NXT or similar CRM systems, with a strong understanding of fundraising data and processes.
Demonstrated experience in data analysis, report generation, and supporting campaign strategies through data segmentation.

Skills & Ability

Strong analytical skills with a keen attention to detail.
Excellent problem-solving skills, with a proactive approach to identifying and implementing process improvements.
Ability to collaborate effectively with multiple teams and departments, including Development, Finance, and Fundraising.
Strong communication skills, both written and verbal, with the ability to provide clear documentation and training to team members.
Ability to work independently and manage multiple tasks while maintaining accuracy and attention to deadlines.

Compensation & Benefits

Salary: $48,800-$54,920 CAD per year, depending on experience
Benefits: Health, dental, disability, and travel Insurance. Also, wellness and professional development funds
Registered Retirement Savings Plans (RRSP): Matching after one year of employment
Vacation: Three weeks

War Child Canada

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Officer, Database Administrator