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Development Coordinator (Fundraising)

  • Posted:Jun 14, 2024
  • Apply by:Jul 07, 2024
  • Job Type
  • Full Time
  • Job Level
  • Other
  • Location
  • Duncan, BC
  • Impact Area
  • Other
  • Impact Category
  • Other
  • Company Type
  • Other

About this position

About the opportunity

Clements Centre Society brings hope, belonging, and independence to children, youth, and adults with developmental disabilities (and their families) by offering programs and services that promote participation and engagement. In support of this work, our nascent fundraising department has generated approximately 3% of our annual operating budget.  To build on this, we have recently invested in a Director of Development to advance new major gifts and legacy (planned gift) programs and to guide our resource development strategy.   To complete our fundraising team of two, we are adding a position for a development professional skilled in donor services and annual campaign coordination.

Job Summary

Reporting to the Director of Development, the Development Coordinator has an important fundraising function within the organization, contributing to the revenue diversification, growth, and sustainability of Clements Centre Society. The Development Coordinator is both a donor-facing and supportive role and engages in the full fundraising cycle of identification, qualification, cultivation, solicitation, and stewardship of individual donors, grantors, and corporate sponsors. Primary responsibilities include annual campaign execution, gift processing, records management, donor services and recognition, event coordination, and support for all aspects of a multi-level fundraising plan inclusive of major gifts, legacy gifts, monthly gifts, grants, sponsorships, and special campaigns.

Key Duties and Responsibilities


  • Receive and process gifts, including the generation and distribution in a timely fashion of (CRA-compliant) tax receipts, thank you letters, and reports.

  • Enter, update, and maintain accurate and standardized records in DonorPerfect (our fundraising database), including individual donations, pledges, in-kind contributions, grants, sponsorships, prospects, and data from third-party sources.

  • Reconcile donation records with the Finance department to ensure gifts are entered accurately.

  • Answer phone enquiries and monitor online fundraising enquiries, responding directly or, where appropriate, routing enquiries to the Director of Development for response.

  • Maintain and optimize digital and hard-copy records for the department.

  • Help conduct research (utilizing internet and subscription research tools) to identify and qualify donor prospects, focusing on linkage (to Clements), ability (financial capacity and context), and interest areas (in relation to Clements’ programming).

  • Route contracts and invoices, tracking expenses and maintaining the departmental control sheet.

  • Support the Director of Development with administrative tasks as required for program needs.

Annual Campaigns

  • Coordinate direct mail appeals, including data pulls (list verification, acquisition, de-duping, and segmentation), production of materials (printing and proofreading), and mailout (stuffing, posting, and tracking).

  • Implement monthly giving campaigns, including datamining our donor base for prospects, preparing and printing materials, impact reporting, tracking, and assembling and distributing consolidated receipt packages.

  • Collaborate and execute on digital fundraising tactics such as e-mail campaigns, Giving Tuesday, the Great Canadian Giving Challenge, and crowdfunding.

Donor Relations

  • Prepare, distribute, and track donor thank you letters, pledge acknowledgements, campaign-themed materials, and special mailings.

  • Generate a monthly list of donor thank you calls for the CEO, Board Chair, and Director of Development, and participate directly in making thank you calls to selected donor segments.

  • Execute, monitor, update, and help innovate Clements’ funder recognition program elements, including supporter listings (print and digital), signage and plaques, pins, awards, loyalty incentives, and thank you communications for donors, grantors, and sponsors.

  • Support the major gifts campaign by assisting with customized proposals, recognition, and stewardship as requested.

  • Solicit donations from selected entry- and mid-level donor segments in relation to operational fundraising campaigns.

  • Provide our current and prospective supporters with outstanding service and professionalism, exemplifying a donor-first attitude, and embodying the values of Clements Centre Society.

  • Uphold the Association of Fundraising Professionals’ Code of Ethical Standards and the Donor Bill of Rights.


  • Maintain the department’s annual granting calendar, detailing both active grants and a prospect pipeline, and tracking application and reporting deadlines.

  • Conduct research into prospective grant opportunities in alignment with Clements’ funding priorities and programs.

  • Assist with and participate in the writing of grant applications and reports, including the gathering and formatting of support documents and information.

  • Monitor and ensure the fulfillment of grant agreements.

  • Maintain comprehensive, accurate, and accessible records of all grants applied for and received.


  • Coordinate fundraising and donor stewardship events, including invitee lists, invitations, RSVPs, décor, nametags, promotion, correspondence, deliveries, rentals, supplies, AV, contract routing, auction prizing, and reporting.


  • Collaborate on the solicitation, activation, and stewardship of sponsorships across multiple events and programs. This may include drafting, reviewing, and editing sponsorship communications as well as soliciting selected sponsorships and live auction prizes through customized proposals and face-to-face meetings.

Departmental Communications

  • Collaborate on the creation, layout, and distribution of donor impact reports, including the annual report, campaign reports, and customized major gift impact reports.

  • Coordinate the production of our external newsletter, including content gathering and contribution, layout, distribution, proofreading, and printing (when applicable).

  • Prepare and install funder recognition displays such as listings, signage, and plaques, ensuring accuracy of data pulls and content.

  • Update and maintain fundraising content on our websites (clementscentre.org and themindfulmouthful.ca) as directed.

  • Help generate, proof, and source fundraising content for Clements’ social media channels in accordance with the department’s communications strategy.

  • Coordinate the production of fundraising print collateral and campaign materials.

  • Draft, proof, and distribute letters to stakeholders and prospects.

  • Liaise with other departments to identify and utilize opportunities for “drip marketing” fundraising messages.

  • Maintain the organization’s e-mail distribution list for fundraising, ensuring compliance with the Personal Information Protection & Electronic Documents Act and Canada Anti-Spam Legislation.

  • Coordinate the layout and distribution of eblasts for the department, utilizing Constant Contact.

  • Maintain the organization’s brand standards and style guide in all communications.

Education, Training, and Experience

  • A minimum of two years’ full-time experience working in a fundraising role for a registered charity is required.

  • A Bachelor’s degree or equivalent combination of education and experience is preferred.

  • Professional development coursework in fundraising and membership in the Association of Fundraising Professionals are considered assets.

Qualifications, Skills, and Abilities

  • Impeccable attention to detail.

  • Strong interpersonal skills.

  • Efficient and thorough organizational capabilities.

  • A dedication to providing memorable customer service.

  • Resourcefulness and problem-solving skills.

  • Strong time-management skills, including the ability to handle multiple projects concurrently and meet deadlines under pressure.

  • Effective communication skills.

  • Discretion and an unwavering commitment to confidentiality.

  • The ability to take direction well and work independently.

  • A collaborative spirit and “can do” approach to colleagues and stakeholders.

  • A commitment to Clements Centre’s mission, vision, strategic priorities, and goals.

  • Strong computer/IT skills across a range of platforms, including Donor Perfect (or similar fundraising database), the Microsoft Office suite of tools, Constant Contact, WordPress, social media, SurveyMonkey, and design tools (such as Canva or InDesign).

  • A developed sense of professionalism and sensitivity in social situations—especially when working with volunteers, donors, prospects, and the people we serve.

Personal Attributes

  • Positive role model including modeling a healthy lifestyle

  • Empathy, warmth, and understanding

  • Ability to work effectively with staff, volunteers, and organizations

  • Current, satisfactory criminal record search

Please Note:

  • To apply please follow this link: https://clementscentre.bamboohr.com/careers/42 

  • Closing Date: July 7, 2024, at 11:59 pm. -  Start Date: August, 2024

  • Hours: Regularly 8:30 to 16:00 with a 30 ‘ unpaid lunch break with the possibility of some remote work. Flexibility for occasional evening and weekend work is required.

  • Moderate level of physical fitness and the ability to sit for long periods of time.

  • Clements Centre for Families services is included in the current Provincial Health Order regarding mandatory vaccinations.

  • Own vehicle and a valid BC driver’s license are required, as well as the ability to do occasional travel, predominately within Cowichan Valley.

  • Total compensation includes a competitive benefits package comprising extended health benefits, dental, group life, LTD, and Municipal Pension Plan.

We feel grateful and honoured to provide our services on the traditional and ancestral territories of the Lyackson, Stz'uminus, Puneluxutth', Meluxuh, Halalt, Dididaht, Pacheedaht, Pauquachin, Quw'utsun, and Ts'uubaa-asatx people. 

We acknowledge the rights, interests, priorities, and concerns of all Indigenous Peoples (First Nations, Métis and Inuit), respecting and acknowledging their distinct cultures, histories, rights, laws and governments.

We are dedicated to building an inclusive community that comprises individuals who have an array of identities, abilities, backgrounds, cultures, skills, perspectives, and experiences.

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