Coordinator Foundation

Michael Garron Hospital provides high-quality, patient-centred healthcare services to families along the continuum of care, from welcoming a new life to facing end-of-life. Serving 400,000 people in East Toronto, we deliver first-rate care on a first-nam e basis—90 per cent of the healthcare people need, at a level of excellence rivaling anywhere else in the city. We are also developing tomorrow’s healthcare leaders, with the largest community and family medicine teaching program affiliated with the Univ ersity of Toronto. MGH is a proud member of East Toronto Health Partners, the Ontario Health Team serving East Toronto.

Michael Garron Hospital’s catchment area is unique in Toronto and one of the most diverse in Canada. Forty percent of the peop le we care for are new Canadians. One quarter of our catchment is low income and we are home to the highest proportion of refugees in the city of Toronto. More seniors live alone here than anywhere else in the city. Poverty and isolation—two of the most critical social determinants of health— disproportionately affect people in our neighbourhoods.

In 2018, Michael Garron Hospital Foundation (MGHF) entered the public phase of the Heart of the East Campaign, our $100-million fundraising effort in s upport of the hospital’s historic $560-million redevelopment. The Heart of the East will transform our campus, including construction of the new, eight-storey Ken and Marilyn Thomson Patient Care Centre, and the dramatic redevelopment of our existing fac ility.

To learn more, visit mghf.ca.

Currently we have an exciting opportunity for an individual who wants to advance their career as our Database & Gift Processing Coordinator.

Reporting to the Vice-President, Events, Annual and Operations , the Database & Gift Processing Coordinator is responsible for processing all donations and generating accurate receipts with thank you letters (~ 20,000 transactions annually). The successful candidate will work with our Manager, Finance to reconcile t ransactions on a monthly basis, and ensure that the appropriate gift documentation is retained. Additionally, this team member will work with our Manager, Annual Programs to export lists in support of Foundation e-communications and direct mail campaigns (up to 20 annually). The incumbent requires a proficiency working with Raiser’s Edge, knowledge of CRA tax receipting guidelines, and a high level of attention to detail.

Gift Processing & Receipting

- Enter gifts into Raiser’s Edge database syst em. This involves accurate data entry skills; an understanding of the CRA guidelines with respect to charitable receipting and eligibility; and recognition of the importance of accurately recording gift restrictions.
- Prepare and reconcile bank depos its as well as IATS and BBMS transactions. Run and disseminate daily donation report to Foundation colleagues.
- Import data from online donation pages using upload utility, import online gifts through third-party websites such as Canada Helps, Benevit y and EchoAge.
- File gift documentation, ensuring completeness of records for audit purposes.
- Execute weekly thank-you and tax receipt correspondence.
- Fulfill tribute donations, creating and sending cards for gifts made in memory, grateful gi ving and in honour.
- On a quarterly basis, produce pledge reminder letters, run all monthly donations, including payroll gifts.

Donor Records Management, Annual Programs & Other

- Support data management needs for Annual Programs portfolio, i ncluding appeal backfeed files upload, exporting mail files for mailing house, acquisition list management, appeal and constituent coding.
- Establish and monitor business rules, data standards, and reporting protocols to increase efficiency. Adhere t o segregation of duties policies.
- Document business rules, policies and procedures as appropriate.
- Generate queries and lists for various department needs, including donor solicitations, event invitations (direct mail, telemarketing, digital fu ndraising campaigns), newsletters and stewardship efforts.
- As an integral member of our team, flag opportunities or concerns to colleagues as appropriate.
- Run a series of data integrity tasks such as NCOA to ensure database accuracy and complete ness.
-Remove duplicate constituents and merge donor records where necessary.
- Manage monthly donors including data collection for declined or expiring credit cards.
- Where returned mail is received, make efforts to obtain updated information th rough research and outreach to donor.
- Liaise with office volunteers to stuff and mail receipts and letters, assign other duties as appropriate.
- Manage biographical donor data such as address changes, deceased data, email consent, mailing prefere nces and provide notifications as appropriate to staff.
- Provide back-up to as office reception as required.
- Support the Manager, Finance for monthly reconciliation and research discrepancies.
- Support our annual internal audit by supplying aud itor with back up documentation as requested.
- Oversee Raiser’s Edge NXT user accounts/groups, recommend and manage security permissions.
- Maintain the Raisers Edge NXT gift entry manual; updating as procedures change.
- Provide training and ongo ing support to new and current staff to ensure understanding of our database structure, coding and procedures.
- Facilitate Raiser’s Edge NXT internal working group.
- Serve as a courteous touch point for internal and external customers with question s about giving, their gift transactions, pledge payments/issues and receipts.
- Assist at Foundation events as required.