Job Notice

Donor Services Coordinator:  Job description and how to apply

 

Location: Remote, Canada

Type: 0.8 FTE (full-time equivalent) position, working 4 days per week

Reports to: Director of Development

Salary Range: $45,000–$57,000 CAD per year (based on experience)

Position Summary:

The Donor Services Coordinator ensures the integrity of ICFC’s donor data, manages donation processing, and provides timely, professional donor support. As a key member of the Fund Development team, you will handle gift entry, tax receipting, reporting, and database management, supporting accurate tracking and strong donor relationships.

This role also contributes to campaign and event coordination, donor communications, and system improvements. Ideal for someone detail-oriented, tech-savvy, and mission-driven, this position plays a central role in helping donors feel appreciated and connected to ICFC’s global conservation work.

About ICFC:

The International Conservation Fund of Canada (ICFC) is Canada’s leading international conservation organization, addressing biodiversity loss and climate change. Since 2007, ICFC has partnered with local conservation and Indigenous organizations across Latin America, Africa, and Asia to protect some of the world’s most threatened ecosystems. With over $65 million invested in 70+ projects spanning 37 countries, ICFC supports high-impact conservation and land defence work in tropical and other biodiversity-rich regions where nature is under severe threat and conservation funding is scarce. We are a lean, non-bureaucratic organization focused on direct action, flexibility, and measurable results.

Key Responsibilities:

Donor Data & Administration

• Manage and maintain accurate donor records in DonorPerfect (or CRM equivalent)
• Process all donations and issue timely, CRA-compliant tax receipts (including replacements or corrections)
• Track and reconcile all donation channels (cheques, online, DAFs, securities, etc.)
• Run reports, conduct routine audits, and ensure data consistency and quality
• Support list segmentation, donor profiling, and list preparation for campaigns and mailings

Donor Services & Stewardship Support

• Monitor donor inbox and phone line, responding promptly and professionally
• Triage inquiries and ensure donor needs are met or redirected appropriately
• Support acknowledgment and welcome processes (e.g., thank-you letters, milestone touchpoints)
• Contribute to stewardship efforts and donor journey documentation
• Assist with the preparation of communication templates and stewardship mailings (e.g., renewals, holiday cards)

Campaign & Event Support

• Assist with logistics for fundraising events (venue, vendors, invitations, tracking)
• Support campaign execution through list segmentation, data pulls, and reporting
• Contribute to the development and growth of monthly giving and annual giving programs through data-driven strategies and donor engagement initiatives
• Support donor communication and maintain online giving platforms (e.g., Constant Contact, CanadaHelps, Stripe)
• Track and document gifts via third-party platforms, tributes, and matching donations

Reporting, Systems & Process Improvement

• Prepare reports on donation activity, donor engagement, and giving trends
• Collaborate on improving donor systems, workflows, and reporting tools
• Maintain internal documentation for data entry, receipting, and stewardship standards
• Support onboarding and training for staff using DonorPerfect or related systems

Cross-Functional Team Support

• Maintain organized digital filing systems and donation documentation
• Participate in team meetings, sharing insights from donor data and interactions
• Assist with meeting prep, scheduling, and minute-taking as needed
• Prepare materials for donor updates, board reports, and audits with accuracy and attention to detail

Key Competencies & Attributes

• Strong organizational skills and high attention to detail
• Excellent time management and ability to prioritize tasks effectively
• Clear and professional written and verbal communication
• Ability to work under moderate supervision with initiative and reliability
• High level of discretion and confidentiality
• Problem-solving mindset and willingness to optimize processes
• A commitment to international conservation and a willingness to engage with ICFC’s mission of protecting nature in tropical and subtropical regions—where biodiversity is richest and most threatened.

Technical Skills Required

• Proficiency in Microsoft Office Suite (especially Excel and Word)
• Experience with CRM/donor database systems (DonorPerfect preferred)
• Experience with online giving platforms (CanadaHelps)
• Familiarity with document management tools (Google Workspace, SharePoint, Dropbox, etc.)
• Comfort using virtual meeting platforms (Zoom, Teams)
• Basic knowledge of event logistics and communication tools (e.g., Mailchimp, Canva) is an asset
• Comfortable with basic financial/data reporting and tracking

Growth & Development Opportunities

• Learn donor stewardship and segmentation strategies rooted in relationship-based fundraising
• Build knowledge of charitable giving principles, CRA compliance, and nonprofit operations
• Gain hands-on experience with fundraising campaigns, donor communications, and event coordination
• Develop familiarity with donor research tools, gift processing systems, and budget tracking basics
• Deepen understanding of global conservation efforts through ICFC’s projects, stories, and impact reports
• Explore opportunities to connect with international field partners and learn directly from their conservation work
• Participate in team learning sessions, cross-functional planning, and professional development activities

Work

Environment ICFC is a remote-first (within Canada) organization with team members based across Canada. While much of our collaboration happens virtually, we value connection and make time to convene in person throughout the year. Our main office is located in Chester, Nova Scotia, with some staff based there, and our Executive Director is located in Kingston, Ontario. This role can be performed remotely from anywhere in Canada, with occasional opportunities to gather with the team for planning, learning, and connection.

To Apply

Please submit your resume and a brief cover letter as a single PDF document outlining your interest in the role and relevant experience to job@ICFCanada.org. The file should be titled:

Donor Services Coordinator + [Your First and Last Name]

Closing date

July 25, 2025 - 11:59 CST