Coordinator, Philanthropy

Job Description

Job Description

Job Description

Why work for CMHA York Region?

We deliver quality mental health and addictions services that promote recovery and health, and end stigma.

Our Values:

• Responsive to the needs of our clients, their families, and our communities
• Respectful in how we meet the needs of our clients and staff in each interaction
• Committed to delivering the highest quality of care, every time
• Innovative in our approach to meeting our clients’ and communities’ needs
• Inclusive in how we work and serve our clients

Team Values:

• We create belonging
• We build better
• We deliver

We offer an inclusive, innovative, and high-performance work culture that helps us deliver transformational impact. The organization cares about the growth, safety and well-being of employees and offers:

• Competitive Total Compensation (including salary, benefits, pension)
• HOOPP (Healthcare of Ontario Pension Plan)
• Comprehensive Health Benefits

Learn more about us by visiting: https://cmha-yr.on.ca/careers/

We are hiring a Coordinator, Philanthropy to join our team of passionate, dedicated professionals!

Benefits Package: Full Extended Health & Dental, Life Insurance, EAP, STD, LTD, & Pension Plan. Generous paid time off, including vacation, sick, and personal days, after the waiting period.

Salary Range: $56,444 to $68,429 per annum. *Candidate experience will be considered when determining the starting salary.

Position: Full-time, permanent, working 35 hours a week Monday to Friday. The occasional evening and weekend will be required.

Posting Closing Date: January 28, 2026

Reason for Posting: An existing vacancy.

Location: The home office is located at 1101 Nicholson Rd, Unit 5, Newmarket, Ontario; however, due to the nature of this role, candidates will be required to attend events in and around York Region and South Simcoe.

Job Profile:

Reporting to the Senior Director, Philanthropy, the Coordinator, Philanthropy is a full-time position that supports all areas of the Philanthropy Department. The position is responsible for overseeing and supporting the donor database and gift processing cycle. The Coordinator, Philanthropy is also responsible for supporting the Philanthropy Team with reporting and analytics, reporting for month-end financial reconciliation, as well as supporting all philanthropic events.

DUTIES:

Database Support and Administration:

• Responsible for Raiser’s Edge regular maintenance and integrity of data, duplicate record checks, coding structure, data mapping, and tables
• Plans, develops, implements, and supports the ongoing integrity, accuracy, and security of the CMHA-YRSS Donor Database, including ongoing maintenance of data, including NCOA and duplicate records management
• In consultation with the Senior Director of Philanthropy, creates database policies and procedures and ensures there are current manuals for all database processes
• Liaises with database suppliers (including Blackbaud, MailChimp) to troubleshoot, identify, and solve problems
• Develops database strategies to assist with new fundraising initiatives
• Ensures timely and accurate entry of donor information, donations, and event participants
• Manages data mapping, including appeals, funds, and campaigns
• Manages import mapping and import process from third-party platforms (Benevity, CAF, CanadaHelps, etc.) into Raisers Edge
• Helps support the management of MailChimp account and sets up eBlasts and creates reports
• Handles all of the Philanthropy Department's incoming and outgoing mail, including donations
• Responsible for the timely issuance of thank-you letters and tax receipts
• Oversees gift-in-kind intake

Finance:

• Manages all aspects of processing of donations, pledge payments, including monthly and recurring gifts, pledge reminders, data entry, pre-authorized payments, tax receipting, and correspondence, ensuring all processes are in compliance with relevant standards (i.e., CRA)
• Ensures revenue and expenses are recorded accurately on monthly operating statements
• Prepares monthly fundraising reports and analysis, quarterly board reports, develops queries, reports, mail lists, and other database reports as required
• Liaises with the Finance Department to complete monthly balancing reports and annual reconciliation, CRA T3010 reporting, and annual audit
• Work with the auditors during the audit, ensuring that they have the required backup for revenue and expense testing
• Provide monthly documentation and reporting to finance for fund and program allocations (Deposit slips, cheque scans, Stripe and BBMS reports, Other Registered Charities reports)
• Manages all third-party donation platforms (United Way, Benevity, Canada Helps, etc.)
• Oversees the bi-weekly staff lottery draw, ensuring compliance with AGCO regulations
• Supports gaming license applications and reporting
• Provides Philanthropy Team with required reports leading up to and post-events
• Provides support for and at special and community events as required for cash handling procedures, which requires occasional evening and weekend work.

Donor Stewardship

• Provides excellent donor service, answers donor inquiries by phone/email
• Deals directly with donors to accept donations, including following up with donors on missed or declined payments
• Supports donor recognition strategy, including sending thank you letters, donor stewardship packages, and naming and listing opportunities

Community Engagement:

• Contributes to developing a culture of philanthropy by building collaborative relationships with all CMHA-YRSS colleagues
• Supports colleagues at signature and community events
• Supports community event organizers with financial logistics, such as creating DIY donation portals
• Represents CMHA-YRSS positively and professionally

QUALIFICATIONS:

Education, Designations, and Certifications:

• University degree or college diploma (new graduates welcome)

Prior Work Experience:

• 2 years of experience in the charitable/not-for-profit sector preferred

• Minimum 2+ years' experience with CRM database, ideally with Blackbaud databases (E-Tapestry, Raiser’s Edge, RENXT)

Disclaimer: In keeping with mental health reform, best practices, funding, and direction, this position may later require knowledge, skills, abilities, and working conditions not noted here.

Working Conditions: This is a hybrid role that works extensively at a desk using a computer and telephone for up to 7 hours per day in a standard open office setting. Occasional weekend and evening hours may be required.

Application Procedure: If you are interested in this opportunity, please visit https://cmha-yr.on.ca/careers/ and search for Coordinator, Philanthropy Job Posting. Click on the “Apply Now” button and proceed to upload your cover letter and resume.

Complete the application form and submit the following:

• Optional Cover letter with 300 words or less and tell us why you would want this role and why you should be considered for the position (PDF or Word)
• Resume (PDF or Word) (submissions received without a resume will not be considered)

CMHA-YRSS is dedicated to promoting employment equity and dismantling obstacles to employment for marginalized communities. CMHA-YRSS supports the journey to mental wellness, and we welcome applicants with lived experience of mental illness. In acknowledgment of the systemic underrepresentation faced by Black, Indigenous, racialized peoples, and those living with disabilities, this opportunity has been developed based on the special program provisions of the Ontario Human Rights Code. We therefore extend invitations for applications from the following groups:

• Racialized Persons
• Indigenous Persons
• Persons living with Disabilities

While we thank all candidates for their interest, only those selected for an interview will be contacted.