System Analyst, Fundraising & Operations Database

POSITION SUMMARY

Ronald McDonald House Southwestern Ontario (RMH-SWO) is seeking an exceptional System Analyst, Fundraising and Operations Database, to lead the optimization of our fundraising infrastructure during a transformational period. As we execute a historic $40 million capital campaign to double our capacity and expand operations, this role will be instrumental in ensuring best-in-class fundraising operations, data integrity, and donor experiences.

Reporting to the Vice President, Philanthropy & Community Relations, this position requires a strategic systems thinker who combines technical database expertise with a deep understanding of fundraising operations. The successful candidate will serve as the organizational expert in Blackbaud Raiser's Edge NXT, driving process innovation, enhancing collaboration between fundraising and finance teams, and leveraging technology to elevate every aspect of the donor journey.

KEY RESPONSIBILITIES

Blackbaud Raiser's Edge NXT Administration & Optimization

• Serve as the organizational expert and primary administrator for Blackbaud Raiser's Edge NXT, ensuring optimal system performance, data integrity, and functionality.
• Design, implement, and refine database architecture, coding structures, and workflows that support sophisticated fundraising operations and reporting requirements.
• Develop and maintain comprehensive database documentation, including data dictionaries, process flows, and standard operating procedures.
• Lead system upgrades, integrations, and implementations of new Blackbaud modules to enhance fundraising capabilities.
• Create and manage custom queries, reports, dashboards, and data visualizations that provide actionable insights for fundraising strategy.
• Establish and enforce data governance standards, ensuring consistent, accurate, and compliant data management practices.
• Provide technical leadership on database-related decisions, serving as the liaison between fundraising, finance, IT, and external vendors.

Gift Processing & Revenue Operations

• Oversee all aspects of gift processing, ensuring accuracy, timeliness, and compliance with Canada Revenue Agency (CRA) guidelines and organizational policies.
• Design and implement best-practice workflows for processing all gift types including cash, credit card, stock transfers, in-kind donations, planned gifts, pledges, and recurring donations.
• Ensure accurate and timely issuance of CRA-compliant official donation receipts, including split receipting, fair market value assessments, and advantage calculations.
• Establish quality control protocols and audit procedures to maintain data accuracy and identify discrepancies.
• Manage month-end, quarter-end, and year-end gift processing and reconciliation procedures.
• Coordinate seamlessly with Finance and Corporate Services teams to ensure gift revenue is accurately recorded and reconciled across all systems.
• Monitor gift processing metrics and develop strategies to improve efficiency and donor experience.

Fundraising Operations & Process Excellence

• Lead process improvement initiatives across the Development department, identifying inefficiencies, developing solutions, and implementing change management strategies.
• Design and optimize donor stewardship workflows, acknowledgment processes, and communication touchpoints to enhance donor retention and engagement.
• Develop and maintain campaign tracking systems, moves management protocols, and portfolio management tools.
• Create and manage project tracking systems for campaign initiatives, events, and major gift solicitations
• Establish metrics and key performance indicators (KPIs) to measure fundraising effectiveness and operational efficiency.
• Conduct regular data audits and cleanup initiatives to maintain database health and optimize system performance.
• Support the development team with data segmentation, prospect research, donor analytics, and predictive modelling.

Cross-Functional Collaboration & Integration

• Serve as the primary liaison between Development and Finance/Corporate Services, fostering seamless.collaboration and ensuring alignment of systems, processes, and reporting.
• Lead regular reconciliation meetings with Finance to ensure that gift revenue, receivables, and donor records are accurate and synchronized.
• Collaborate with Finance to streamline accounts receivable processes, pledge tracking, and revenue recognition.
• Partner with Marketing and Communications to ensure consistent donor data flows across all platforms and touchpoints.
• Work with program staff to track and report on restricted fund utilization and grant compliance.
• Facilitate communication between internal stakeholders and external technology vendors, consultants, and partners.

Reporting, Analytics & Strategic Insights

• Design and deliver comprehensive fundraising reports, dashboards, and analytics for leadership, board members, and campaign volunteers.
• Develop custom reports that track campaign progress, donor retention, gift officer performance, and revenue trends.
• Create data visualizations and presentations that communicate complex information clearly and compellingly.
• Provide analytical insights that inform fundraising strategy, donor segmentation, and resource allocation.
• Lead the annual planning and budgeting process for Development operations, ensuring alignment with organizational goals and Finance timelines.
• Conduct prospect identification projects and wealth screening initiatives to support major gift fundraising.
• Analyze donor behaviour, giving patterns, and engagement metrics to optimize cultivation and solicitation strategies.

Diversity, Equity, and Inclusion:

• Embed DEI principles into all aspects of operations and programming, fostering an inclusive and equitable environment.
• Champion diversity, equity, and inclusion initiatives in all mission-focused activities of RMH SWO.

QUALIFICATIONS/ KNOWLEDGE REQUIRED

• Master's degree in Library and Information Science, Information Technology, Data Analytics, or related field strongly preferred.
• Bachelor's degree in a relevant field required.
• Blackbaud Raiser's Edge NXT Certification strongly preferred or commitment to obtain within first year.
• Project Management Professional (PMP) designation or equivalent is an asset
• Certified Fundraising Executive (CFRE) or willingness to pursue is an asset.

Experience & Technical Expertise

• Minimum 5 years of hands-on experience administering Blackbaud Raiser's Edge NXT or similar fundraising CRM platforms.
• Demonstrated expertise in database architecture, data governance, and systems optimization.
• Proven track record managing gift processing operations and ensuring CRA compliance in a Canadian charitable environment.
• Experience with comprehensive campaign environments and complex fundraising operations.
• Strong understanding of nonprofit fundraising practices, donor relations, and development operations.
• Experience with data integration tools (e.g., Omatic), business intelligence platforms (e.g., Power BI), and reporting tools.
• Advanced proficiency in Microsoft Excel, including pivot tables, advanced formulas, and data analysis.
• Experience with Blackbaud modules such as Financial Edge NXT, Merchant Services, email marketing platforms is an asset.
• Familiarity with project management methodologies and tools (Microsoft Planner, Asana, Smartsheet, etc.)

Core Competencies

• Systems Thinking: Ability to understand how interconnected systems work and to design, troubleshoot, and optimize complex processes.
• Analytical Excellence: Strong quantitative and analytical skills with the ability to extract insights from complex datasets.
• Attention to Detail: Exceptional accuracy and thoroughness in data management, gift processing, and reporting.
• Process Improvement: Proven ability to identify inefficiencies, develop solutions, and implement lasting improvements.
• Technical Aptitude: Quick learner who adapts readily to new technologies and can translate technical concepts for non-technical audiences.
• Collaboration & Communication: Excellent interpersonal skills with the ability to build strong relationships across departments and with external stakeholders.
• Problem-Solving: Resourceful and solution-oriented approach to challenges, with the ability to troubleshoot and resolve issues independently.
• Organizational Skills: Superior ability to manage multiple priorities, meet deadlines, and maintain composure in a fast-paced environment.
• Donor-Centric Mindset: Understanding of how operational excellence directly impacts donor experience and retention.
• Integrity & Confidentiality: Impeccable ethics and discretion in handling sensitive donor and financial information.

Hours of Work

• Monday to Thursday 8:00 am – 4:30 pm.

WORKING CONDITIONS:

RMH SWO is a safety net for families and strives to help alleviate the isolation and stress families feel when they have an ill or injured child. All staff must display care and compassion, possess emotional maturity and discretion, and respect the dignity and rights of guests, volunteers, and other staff members. Keeping confidentiality is of the utmost importance.

Travel: The ability to travel regionally may be required.

RMHC is a family-centred brand and deeply values the lives of its employees inside and outside of RMH programs. We offer a competitive salary, benefits, and vacation package. RMH SWO is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, LGBTQ+, Francophone, immigrant, refugee, differently abled, and other equity-seeking groups to apply and self-identify. If accommodation is required during the hiring process, please inform the hiring manager or committee once selected for an interview. We thank all interested applicants, but only those selected for an interview will be contacted.