Fundraising Database and Systems Specialist

The Fundraising Database and Systems Specialist is responsible for the strategic oversight, maintenance, and enhancement of the Advancement Department / Okanagan College Foundation fundraising database/CRM and related systems to drive donor engagement and achieve fundraising objectives. This role ensures data accuracy, system efficiency, and staff training while leveraging technology to support fundraising efforts and donor stewardship.

The role reports to the Director Advancement, is a member of the Advancement leadership team, and works with college leaders to align with data standards and the ensure the consistent application of relevant legislation. The role works with the Advancement Team to establish and maintain standards, identify improvements and best practices, and implement and uphold policies and initiatives which support the implementation of the College and Foundation’s fundraising goals in support of the College’s strategic plan and priorities.

Functions & Duties:

1. Administers the organization’s fundraising CRM (Raiser’s Edge), managing and executing donor records, gift processing, and data segmentation with precision.

2. Customizes and integrates database tools, including online donation platforms, reporting systems, and integration with other College systems, to streamline fundraising operations and enhance user experience.

3. Establishes data governance policies and structures, establish and maintain data entry standards, conduct regular audits, and create detailed reports and dashboards to support fundraising strategies and provide insights to Advancement leadership and fundraisers.

4. Trains advancement and alumni relations staff on CRM usage, develops training materials, and provides ongoing technical support to ensure effective policy and system adoption.

5. Identifies and implements opportunities to automate processes, improve workflows, and adopt new technologies to boost efficiency and donor engagement.

6. Ensure compliance with Canadian data protection laws (e.g., PIPEDA, CASL) and maintain robust security protocols to safeguard donor information.

7. Partners with Advancement, IT/Data, Finance, and Alumni Relations teams to align database functionality with organizational policies, campaigns and goals.

8. Manages relationships with software vendors, negotiates service agreements, and evaluates new tools to meet evolving organizational needs.

9. Manages budgets associated with systems administration with the Department.

10. Supervises and has direct authority over Donations and Database Coordinator (continuing support staff); accountable for the full range of people management responsibilities including recruitment, selection, scheduling, assigning work, managing performance, managing health & safety and issuing discipline.

11. Performs other duties as assigned

Education & Experience:
• Bachelor’s degree in business administration, management, information technology, or a related field.
• 3-5 years of experience in database management, ideally within a Canadian nonprofit or fundraising environment.
• A combination of experience and education may be considered.

Skills & Abilities:

• Proficiency with CRM platforms (e.g., Salesforce, Blackbaud, or Artez) and data visualization tools.
• Strong analytical skills with experience analysing and recommending improvements, developing data governance policies and procedures, producing reports to guide fundraising decisions.
• Excellent project management and communication skills to support and train diverse staff.
• Knowledge of Canadian fundraising regulations, tax receipting rules, and data privacy laws.
• Demonstrated ability to troubleshoot technical issues and implement innovative solutions.
• Demonstrated ability to manage a high volume of work with conflicting priorities and deadlines, while maintaining the highest standards of accuracy.