Donor Relations Specialist

The Donor Relations Specialist supports the fundraising, stewardship, and community engagement activities that make VPL Foundation’s work possible. Reporting to the Director, Philanthropy, this role plays a key function within a small, collaborative team.

The Specialist leverages technology for the execution of several campaigns and giving programs, supporting strong relationships with donors, partners, and community supporters through thoughtful stewardship, well-organized initiatives, and strong database support. This role is essential in supporting VPL Foundation’s donor engagement and fundraising success.

This position is well suited to someone who is highly organized, detail-oriented, and people-focused, and who enjoys balancing relationship-building with behind-the-scenes coordination in a mission-driven environment.

• Contact donors via phone, email, and mail to thank them for their gifts and update their contact information, credit card details, and more.
• Work with Director, Philanthropy, to ensure that individual donor acknowledgement, recognition, and stewardship plans are fulfilled.
• Support communications initiatives including making website updates, posting and managing social accounts, administrating surveys, and online engagement activities.
• Build and maintain complex queries, exports, and reports to support fundraising strategy, operational needs, and leadership decision-making.
• Use online tools such as Google Analytics and Survey Planet to monitor and grow constituent engagement and giving, and to ensure donor preferences are clearly and consistently noted in Raiser’s Edge.
• Build, format, and generate targeted mailing lists and email-ready outputs in Raiser’s Edge.
• Track and compile data for donor reports, proposals, and annual impact summaries.
• Manage event vendor relationships and contracts, including rentals, catering, and event services.
• Coordinate with the VPL Events team to align logistics and staffing needs for Foundation events.
• Support Rooftop Remix (summer fundraising event) volunteer recruitment, onboarding, training, and scheduling.
• Support logistical planning and delivery of other engagement, fundraising, and stewardship events including donor open houses, tours, author and/or panel discussions.
• Support logistical planning and execution of community giving campaigns, including data clean-up, list pulling, coordinating mail and email sends, data entry, tracking & reporting, and acknowledgement.
• Support the Director, Philanthropy and other team members in ensuring sponsorship fulfilment and preparing and sending sponsorship reports.
• Take minutes at VPL Foundation Board meetings.
• Oversee gift processing systems (data entry, credit card, and cheque processing) and issue charitable tax receipts.
• Regularly import FundraiseUp donations to Raiser’s Edge using Importacular

ELIGIBILITY REQUIREMENTS:

• Post-secondary education or equivalent experience in fundraising, nonprofit management, communications, or a related field.
• 2+ years’ experience in donor services/donor relations, database management, or nonprofit administration.
• Strong writing and organizational skills with a high level of attention to detail.
• Strong Microsoft 365 skills.
• Demonstrated skill, speed, and accuracy with data entry and database use (Raiser’s Edge preferred).
• Ability to manage multiple projects and deadlines in a collaborative team environment.
• Willingness to work occasional evenings or weekends for donor or community events.
• Demonstrated ability to plan, organize, and execute projects/events.
• Knowledge of CRA regulations of gift processing, data management, and charitable tax receipting .
• Ability to take initiative and capitalize on opportunities.
• Strong attention to detail and ability to consistently apply processes in daily work.
• Excellent written and verbal communications skills, including telephone skills.
• Ability to handle sensitive and confidential information responsibly and with tact.
• Ability to work with a variety of individuals from all backgrounds with respect, diplomacy, and confidence.

Why Join Us?

• Make a tangible difference in one of Canada’s most beloved public institutions.
• Be part of an effective, ambitious, and collaborative team where your ideas and initiative are valued.
• Flexible hybrid work environment, with offices at VPL’s Central Library, and opportunities for professional growth.
• Competitive salary ($65,000 - $75,000, commensurate with experience) and benefits package that includes extended health and dental ,and municipal pension plan.
• Work in a mission-driven organization that champions inclusivity, innovation, and lifelong learning.

How to Apply:

Please send your resume and a cover letter explaining why you’re passionate about supporting public libraries and how your experience aligns with this role to: ann.byczko@vplf.ca with the subject line: Donor Relations Specialist Application – [Your Name]. Applications will be reviewed on a rolling basis – applicants are encouraged to apply early.

The Vancouver Public Library Foundation is an equal opportunity employer and welcomes applications from diverse communities. We acknowledge that our work takes place on the unceded homelands of the xʷməθkʷəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh) Nations.