Specialist, Fundraising Operations

Introduction

Visions of Science is committed to advancing STEM equity by intentionally supporting youth and communities who experience significant barriers to participation. We facilitate community-based youth engagement programs, provide support for families and educators, and advocate for equitable STEM education, and opportunity throughout the system. We believe that when youth understand the possibilities within STEM, they are empowered with the relevant skills and knowledge to be leaders in their community, agents of change for society, and good stewards of the planet. To learn more about Visions of Science please visit: www.vosnl.org.

Authentic Representation

Visions of Science prioritizes facilitating power, platform, and agency to individuals who represent the ethnicities, cultures, and lived experiences of the children and youth in the communities that we partner with in all areas of the organization and our work. We strongly encourage individuals from equity-deserving groups who are historically underrepresented in STEM to apply. To learn more about the perks of working at Visions of Science team, click here.

The Opportunity

Position Overview

We are seeking a detail-oriented and proactive Fundraising Operations Specialist to support the growing fundraising and development efforts at Visions of Science. This role plays a critical part in ensuring the smooth and effective execution of our fundraising systems, donor stewardship practices, and campaign logistics.

As the backbone of our fundraising operations, you will maintain and manage our donor database (CRM), support donor communications and acknowledgments, and provide coordination across fundraising initiatives. This role is ideal for someone with strong organizational skills who thrives behind the scenes, takes initiative, and wants to grow in the field of fundraising and nonprofit operations.

You’ll work closely with the Development Team and other internal teams to ensure data integrity, consistent donor engagement, and smooth internal processes across campaigns and giving programs.

Position Details:

• Contract Type/Term: Full-time, Indefinite
• Start Date: September 8-15, 2025
• Hours of Work/Schedule: 35 hours/week
• Available Positions: 1
• Job Location(s): Toronto-based. Hybrid model with occasional in-office work (71 Regent Park Boulevard) and remote work as applicable.
• Reports to: Sr. Development Manager
• Salary: The starting salary for this position is set at $60,000 per year, with opportunities for growth based on performance and organizational advancement.

Comprehensive Benefits Package for this Role Includes:

• 35 paid days off in your first year, including: 13 vacation days (exceeds ESA minimums), 10 personal emergency/sick days, 2 weeks paid office closure days over the winter holidays (end of December to start of January), and 2 additional paid office closure days
• Flexible work options, including a hybrid work model
• Extended health and dental coverage
• Flexible savings options, with employer-matching contributions to your choice of GRRSP, TFSA, or FHSA after 1 year of employment.
• Flexible Fridays year-round
• Tech package, including access to essential accessories
• Employee Assistance Program (EAP) offered through Support & Growth

Key Responsibilities

Donor Database & Gift Processing

• Manage day-to-day CRM operations (e.g., Raiser’s Edge or Salesforce), ensuring timely, accurate input of donor data, contributions, and interactions
• Maintain clean and accurate donor data, applying consistent data entry practices and supporting data integrity across all touchpoints
• Process and acknowledge all gifts, ensuring accurate gift coding, allocation to appropriate funds/campaigns and generation of timely acknowledgements and tax receipts
• Log and deposit cheques or other physical contributions in coordination with finance, ensuring secure handling and reconciliation with CRM and financial systems
• Import and reconcile donor and gift data from external third-party platforms (e.g., CanadaHelps and Benevity) into the CRM
• Support basic accounts receivable tasks related to individual and institutional donations, such as tracking outstanding pledges or payments and liaising with finance for reconciliation
• Prepare segmented donor lists, reports, and giving histories for stewardship, analysis, and campaigns

Donor Stewardship & Engagement Support

• Support the execution of stewardship plans, including personalized acknowledgments, updates, and recognition
• Coordinate logistics for donor events, including invitations, registration, and day-of execution
• Coordinate the production and delivery of stewardship mailings, reports, and acknowledgments, ensuring timely and thoughtful donor experiences
• Assist in producing materials for donor meetings, briefings, and internal planning sessions

Fundraising Campaign & Grant Support

• Track campaign calendars, deliverables, and deadlines across teams to ensure timely execution
• Support data collection and background research to inform grant proposals and donor outreach
• Help maintain the fundraising knowledge base (templates, assets, style guides, timelines)
• Assist in tracking campaign performance and engagement metrics using CRM dashboards or basic reporting tools.

Team & Administrative Coordination

• Schedule meetings, prepare internal materials, and track team action items
• Maintain organized records of funding applications, reporting deadlines, and donor communications
• Support the development of internal dashboards or tools for tracking progress and accountability

What We’re Looking For

Education & Training

• Post-secondary education in nonprofit management, business administration, communications, or a related field—or equivalent professional experience
• Commitment to professional development in fundraising, database management, or nonprofit operations

Required Experience & Expertise

• 1–3 years of experience in coordination, administration, or nonprofit operations (experience in a fundraising or donor-facing environment is preferred)
• Strong proficiency with CRM platforms (e.g., Salesforce, Keela, Raiser’s Edge), Microsoft Office Suite, and Google Workspace, and comfort navigating spreadsheets, databases, or digital platforms
• Proven ability to manage confidential information with care, professionalism, discretion, and accuracy
• Experience with cheque processing, donation tracking, and accounts receivable functions, ideally within a nonprofit or development setting.
• Proven ability to manage confidential and financial information with care, professionalism, discretion, and accuracy.
• Experience supporting data entry, scheduling, communications, or backend processes for a team or department
• Strong written and verbal communication skills and comfort collaborating across teams

Key Competencies & Skills

• Strong attention to detail and accuracy in managing data, tracking donor activity, and processing contributions, with a proactive approach to task management
• Excellent organizational and time management skills, with the ability to manage concurrent administrative tasks and timelines independently
• Clear and professional written and verbal communication skills, with the ability to collaborate across departments and represent the organization externally when needed
• Proactive, solutions-oriented mindset with a willingness to improve systems and contribute to team efficiency
• Commitment to equity, integrity, and care in handling sensitive donor information and supporting ethical fundraising practices
• Meticulous attention to detail and organizational discipline
• Familiarity with accounts receivable processes, including gift entry, cheque deposits, donor acknowledgment, and reconciliation with finance teams.
• Strong understanding of CRM data hygiene practices, and the ability to build and maintain clean, reliable donor records to support reporting and stewardship.
• Commitment to equity, integrity, and care in handling sensitive financial and donor information and supporting ethical fundraising practices.

Preferred Assets

• Experience with donor stewardship practices, gift processing, or campaign coordination
• Familiarity with nonprofit fundraising principles or donor lifecycles
• Experience in a youth-serving, equity-focused, or community-based organization
• Lived experience in low-income or racialized communities and/or deep understanding of equity-centered fundraising

Application Process

Please submit your application by August 17, 2025, at 11:59 PM ET via this link. Posting will remain open until the position is filled. The application must include:

• Resume
• Statement of Interest (max. 1 page)
• 2-3 Professional References (references will only be contacted at a later stage in the hiring process, and only after informing candidates in advance)

Commitment to Equity

Visions of Science is committed to employment equity, welcomes diversity in the workplace, and encourages applications from all qualified individuals. We strive for an inclusive and representative work environment. If you require accommodation during the application process, please contact hr@vosnl.org. Resumes sent to this email address will not be considered.