Job Specifications
FARLEY FOUNDATION
POSITION DESCRIPTION
TITLE: Coordinator, Donor Operations
REPORTS TO: Manager, Impact and Operations
LOCATION: Milton, Ont. (Hybrid)
SALARY: 67,500-$82,500 annually / 35 hours per week
TERM: 6-12 month contract
APPLICATION INSTRUCTIONS:
Visit https://ovma.bamboohr.com/careers/36 to apply. Submissions without a cover letter will not be considered.
Posting closes Wednesday, December 3 @ 5 pm.
POSITION SUMMARY:
Reporting to the Manager, Impact and Operations, the Coordinator, Donor Operations plays a central role in optimizing donor, granting, and operational workflows across the Foundation. This position is responsible for the Foundation’s financial and donor systems, data integrity, support of granting coordination, workflow optimization, and stakeholder support, ensuring efficient, accurate, and donor‑centred operations.
This role acts as a key connector across teams, supporting the continuous improvement of donor and granting workflows, providing high‑quality service to veterinary clinics and donors, coordinating operational activities, and ensuring the Foundation’s systems and processes run smoothly as impact grows.
POSITION DUTIES AND RESPONSIBILITIES:
1. Financial Workflow Support & Donation Systems
Liaise with external accounting partner to ensure smooth, timely financial processing and consistent reconciliation across systems.
Own the full donation workflow from intake to receipting, focusing on accuracy, transparency, and smooth donor experience.
Maintain DonorPerfect system configuration and import templates, generate accurate reports, and ensure up to date donor data.
Oversee online payment platforms (Stripe, PayPal, CanadaHelps, Benevity) ensuring data completeness and correct mapping.
Complete monthly credit card reconciliations, prepare bank deposits, and maintain organized financial records to support audit readiness.
Issue tax receipts and manage consolidated annual receipting in compliance with CRA requirements.
Lead continuous improvement efforts to automate repetitive tasks, streamline imports, and enhance data accuracy.
2. Donor Services, Operations, & Stakeholder Support
Serve as the primary point of contact for general inquiries from donors, veterinary clinics, and partners.
Provide warm, professional donor service through tailored correspondence, phone support, and stewardship materials.
Maintain and optimize operational workflows by documenting SOPs, tracking key operational cycles (granting, donor cycles, campaign schedules), and coordinating cross-team tasks.
Prepare and organize materials, data, and information needed for granting, events or fundraising campaigns.
Coordinate internal contributions for newsletters, donor stories, and impact communications.
Support in-person and virtual Farley Foundation and OVMA events to ensure strong operational execution.
Provide proactive administrative and operational support to Foundation leadership to enable smooth granting, donor service, and event-based fundraising workflows.
3. Granting Coordination & Impact Support
Act as a liaison for veterinary clinics, guiding them through eligibility, application steps, and program expectations.
Support accurate and timely processing of grants, maintain the annual granting calendar, and coordinate all related operational touchpoints.
Assist in preparation of regular grant impact reports for leadership to inform program strategy.
Gather impact stories, data, and insights to support donor engagement and highlight the Foundation’s mission.
Support the expansion of granting programs, including pilots and new models that increase access across Ontario.
WHAT WE ARE LOOKING FOR
A detail-oriented operations and donor‑services professional with 5–7 years’ experience in donation systems, financial administration, workflow coordination, CRM/database management, or non-profit program support.
Qualifications and Skills
Education or training in business administration, accounting, financial or nonprofit management, or equivalent combination of relevant experiences. Understanding of charitable bookkeeping is considered an asset.
Strong experience managing CRM or donor databases (DonorPerfect, Raiser's Edge, Salesforce), including imports, configuration, and data integrity.
Experience supporting grants, programs, or partner relationships, ideally in a nonprofit or community-focused organization.
Proven ability to manage multiple cross-functional processes, maintain accurate records, and perform quality assurance checks.
Strong communication and stakeholder service skills, capable of supporting both donors and veterinary clinic partners.
Familiarity with donation processing and online financial platforms, with an emphasis on accuracy and system coordination.
Proven ability to maintain confidentiality and manage sensitive financial and donor information with discretion.
Demonstrates initiative, crit