MANAGER, DONOR DATA & GIFT PROCESSING

Job Description

Job Posting: Manager, Donor, Data & Gift Processing

Type: Full-Time, Permanent position

Location: Ottawa

Salary Range: $81,000-$102,100 per year, with a hiring range of $81,000-$91,000

Posting Date: December 01, 2025

Application Deadline: December 15, 2025

Expected Start Date: January 26, 2026

Background

The Ottawa Food Bank is seeking strategic, collaborative, and purpose-driven Manager, Donor, Data & Gift processing to lead and enhance donor data management and gift processing functions. This newly created role reflects the organization’s continued growth and commitment to operational excellence in support of our mission to fight hunger and nourish communities.

While gift processing was previously overseen within Finance & Accounting, the integration of donor data management and gift processing under one portfolio recognizes the need for dedicated leadership to ensure efficiency, accuracy, and strategic oversight. The Manager will play a key role in building scalable systems, improving data integrity, and ensuring that every donor interaction is supported by reliable information and seamless processes.

As a trusted partner across teams, the Manager will help shape a best-in-class donor experience, enabling stronger relationships, deeper engagement, and greater impact for the communities we serve.

About Us

The Ottawa Food Bank is the leading emergency food provider in the National Capital Region, supporting a network of nearly 100 community food programs. Each year, we respond to more than 556,000 visits, of which 37% are children, reflecting the ongoing and urgent need across our community.

Through the generosity of our donors, partners, and volunteers, we distribute approximately 8.3 million pounds of food annually, ensuring equitable access to nutritious food for individuals and families facing food insecurity throughout Ottawa.

SUMMARY

Reporting to the Director of Finance & Administration, the Manager, Donor, Data & Gift Processing provides strategic leadership for all donor data management and gift processing activities at the Ottawa Food Bank.

This new role reflects our organization’s growth and need for dedicated leadership to strengthen data governance, enhance system performance, and ensure a seamless donor experience.

The Manager oversees a small team, leads the transition to Raiser’s Edge NXT, and acts as a key connector between Fundraising, Finance, and external partners to drive efficiency, accuracy, and strategic insight

MAJOR RESPONSIBILITIES

Leadership & Team Management

• Provide strategic and operational leadership to a team of three, including the Database Officer and Gift Processing Coordinator.
• Establish clear goals, performance standards, and performance indicators for each team member, review progress quarterly, and document outcomes in alignment with organization objectives.
• Drive transformation and continuous improvement by leading automation, workflow redesign, and system integration initiatives.
• Foster a culture of accountability, collaboration, and continuous improvement.
• Promote knowledge sharing and self-sufficiency among Raiser’s Edge users.
• Represent the team in cross-functional and leadership meetings.

Gift Processing & Donor Experience

• Provide strategic leadership and oversight of all gift processing activities, ensuring workflows are efficient, accurate, and donor-centered.
• Design and refine internal and external processes to meet high service standards, including timely receipt, acknowledgements, and resolution of donor inquiries.
• Monitor and evaluate the performance of third-party gift processing vendors, conducting regular reviews, and ensuring accountability.
• Take the lead on implementing recommendations resulting from the ongoing Gift Processing Life Cycle Assessment, translating findings into actionable process, technology, and workflow improvements that strengthen efficiency and donor experience.
• Oversee donor acknowledgements, ensuring timeliness, accuracy, and efficiency through automation and technology enhancements
• Lead recurring donor management, including handling failed payments, updating payment methods, and tracking donor retention.
• Collaborate with Finance to ensure accurate monthly and year-end reconciliation of donation revenue.
• Ensure full compliance with CRA receipting standards, internal audit controls, and donor data privacy regulations.
• Develop and enforce SOPs for handling exceptions such as refunds, duplicate transactions, and donor corrections.
• Create a strategic roadmap for gift processing operations, evaluating in-house, outsourced, and hybrid models.
• Implement quality control processes and produce monthly reports on gift volumes, error rates, and turnaround times.

Raiser Edge Data Management & System Integration

• Serve as the lead authority on Raiser’s Edge and related fundraising technologies, ensuring data accuracy and system reliability.
• Lead the transition to Raiser’s Edge NXT Cloud, managing internal stakeholders, vendors, and consultants.
• Oversee the implementation of recommendations resulting from the current assessment of direct mail segmentation and data pulls, translating findings into practical system improvements, automation solutions (e.g. Poer Automate, Power Platform), and improved data workflows that support efficient and targeted fundraising.
• Oversee configuration, testing, and rollout of system updates and integrations.
• Guide strategic decisions on system use, access, and training to maximize efficiency.
• Oversee and support integrations between Raiser’s Edge and third-party platforms including Import-O-Matic, Merge-Omatic, Omatic Cloud, automatic gift scanning and processing tools, Raisin, Payment processors (e.g.BBMS) current and emerging online donation platform, and internal systems.
• Stay current with Blackbaud best practices and product developments.
• Support evaluation of new fundraising technologies for compatibility and alignment with data standards.
• Maintain a centralized knowledge base for procedures and best practices.
• Other tasks and duties as per job description (attached)

KNOWLEDGE AND COMPETENCIES

• Demonstrated expertise in gift processing, CRA compliance, and donor data management.
• Advanced proficiency with Raiser’s Edge (Database View & NXT), ImportOmatic, and related tools.
• Proven leadership and project management experience with the ability to lead staff, manage cross-departmental initiatives.
• Strong analytical and technical skills to develop reports, dashboards, and data insights using tools such as Power BI.
• Excellent communication, collaboration, and problem-solving abilities.
• Strategic mindset with attention to detail, continuous improvement, and operational excellence.

EDUCATION AND EXPERIENCE

• Bachelor's degree in information systems, Business Administration, Data Analytics, Nonprofit Management, or related field.
• 6+ years of progressive experience in nonprofit operations, donor database management, or gift processing.
• 2+ years of leadership experience overseeing staff, systems, or cross-functional projects.
• Experience with data migration, automation, and system integration is considered an asset.
• Professional certifications in data management or nonprofit technology are assets.

PROBLEM-SOLVING

The incumbent applies analytical and strategic judgment to diagnose and resolve complex issues related to data accuracy, system integration, and compliance.

Anticipates risks, identifies root causes, and implements preventive measures that enhance reliability and donor trust.

SUPERVISION

Provides strategic direction and hands-on oversight to direct reports, setting clear goals, coaching staff, and fostering a culture of accountability, collaboration, and continuous improvement.
Promotes a donor-centered culture, ensuring all interactions reflect the Ottawa Food Bank’s professionalism, responsiveness, and values.

WORKING ENVIRONMENT AND TRAVEL

This is a full-time position, typically scheduled from Monday to Friday. Work is normally performed in an office environment with occasional remote work, as agreed to with your direct supervisor. Travel is not generally required.

PHYSICAL AND MENTAL REQUIREMENTS

Limited physical activity is required to perform the duties of the position. The position requires considerable, prolonged concentration, attention to detail, planning and prioritizing, and numeracy.

LANGUAGE REQUIREMENTS

Excellent English language skills (verbal and written) are required for the position. Proficiency in French (spoken and written) is an asset as is the ability to communicate other languages.

APPLICATION PROCESS

Interested applicants should submit a resume and cover letter. Shortlisted candidates will be contacted for screening and interviews.

For a comprehensive overview of this pivotal role and its full scope of responsibilities, please access the complete job description Manager, Donor Data & Gift Processing Job Description.pdf. Candidates are strongly encouraged to familiarize themselves with the details of this position as contained in the job description. Candidates are strongly encouraged to familiarize themselves with the details of this position as contained in the job description.

The Ottawa Food Bank is committed to fostering diversity and inclusivity in our workforce. We actively encourage applications from individuals of all backgrounds, including those with disabilities, and members of the 2SLGBTQI+ and BIPOC communities.

In our commitment to accessibility, the Ottawa Food Bank provides accommodations for persons with disabilities throughout the entire recruitment process. If you require accommodation, please inform your recruiter, and we will ensure that your needs are met.

Ready to apply? Submit your application by the deadline to join a collaborative and mission-driven organization making an impact in the community.