Coordinator, Gift Processing

• Job Posting : Coordinator, Gift Processing
• Type : Full-Time, Permanent Position
• Location : Ottawa
• Salary Range : $57,157 - $71,446 per year
• Posting Date: November 9, 2026
• Application Deadline : November 22, 2026
• Expected Start Date : December 7, 2026

BACKGROUND

The Ottawa Food Bank is seeking a detail-oriented and collaborative Coordinator, Gift Processing to join our team. This role is integral to supporting the organization’s fundraising efforts by ensuring the accurate and timely processing of donations, maintaining the integrity of donor records, and contributing to an exceptional donor experience. The successful candidate will thrive in a fast-paced environment, demonstrate strong organizational and analytical skills, and be committed to supporting the Ottawa Food Bank’s mission of building a healthier, more food-secure community.

ABOUT US

The Ottawa Food Bank is the leading emergency food provider in the National Capital Region, supporting a network of nearly 100 community food programs. Each year, we respond to more than 556,000 visits, of which 37% are children, reflecting the ongoing and urgent need across our community.

Through the generosity of our donors, partners, and volunteers, we distribute approximately 8.3 million pounds of food annually, ensuring equitable access to nutritious food for individuals and families facing food insecurity throughout Ottawa.

SUMMARY

Reporting to the Manager, Data & Donor Operations, the Coordinator, Gift Processing is responsible for the accurate and timely processing of donations, tax receipting, donor record maintenance, and donor support. The position plays a key role in ensuring the integrity of fundraising data and delivering excellent service to donors.

Working closely with fundraising, finance, and external partners, the Coordinator supports high-volume donation processing, resolves donor inquiries, and helps maintain efficient gift administration processes. Through a strong commitment to accuracy, service, and continuous improvement, this role supports donor confidence and contributes to the Ottawa Food Bank's fundraising success.

MAJOR RESPONSIBILITIES

Gift Processing

Process donations received through multiple channels, ensuring accurate coding, receipting, and documentation in accordance with established procedures.

Enter and validate gift transactions in Raiser's Edge, maintaining accurate gift coding, including campaigns, appeals, funds, packages, and gift attributes.

• •Processes recurring gift additions, upgrades, cancellations, payment changes, and maintenance requests.
• Process tribute gifts, matching gifts, pledge payments, recurring gifts, and gift adjustments.

Generate tax receipts, acknowledgements, pledge reminders, tribute notifications, and related donor communications.

Maintain day-to-day gift processing documentation and checklists and identify updates required as processes or systems change.

Coordinate annual consolidated receipting activities and year-end gift processing requirements.

Donor Support and Gift Administration

Respond to donor inquiries related to gifts, tax receipts, recurring donations, payments, tribute gifts, and account updates.

Maintain donor records related to gift transactions, including payment changes, tribute requests, communication preferences, receipting updates, and account maintenance requests.

Record donor interactions, inquiries, and related correspondence in Raiser's Edge.

Escalate complex donor service, receipting, or gift processing issues as appropriate.

Transaction Review and Quality Control

Prepare gift batches and supporting documentation for posting in accordance with established procedures and controls.

Review and validate gift processing activity across fundraising systems and payment platforms to ensure accurate coding, receipting, documentation, and transaction integrity; investigate and resolve routine discrepancies.

Perform batch balancing, gift verification, and quality control activities.

Escalate complex discrepancies, exceptions, or processing concerns for review.

Identify and correct routine gift processing data quality issues and escalate recurring or more complex data integrity concerns as appropriate.

Administrative and Vendor Support

Coordinate with third-party gift processing and donor service providers regarding donor updates, payment issues, recurring gift changes, tax receipt requests, and other gift processing matters.

Participate in testing and validation of gift processing procedures, system enhancements, and workflow changes, and provide feedback on opportunities to improve day-to-day processes.

Produce routine and ad hoc processing reports and supporting documentation as required.

Actively participate in industry webinars, training opportunities, user groups, and vendor events related to gift processing and fundraising technology and share relevant learnings, updates, and insights with the team.

Telefundraising and High-Volume Campaign Support

Coordinate the administration of OFB's annual Telefundraising program and other high-volume fundraising campaigns by processing campaign-generated gifts, pledges, donor updates, and related transaction activity in accordance with established business rules, privacy and data-handling requirements.

Serve as the primary contact for campaign-related gift processing activities, coordinating with Fundraising, vendors, and internal stakeholders to support accurate and timely campaign results.

Maintain campaign records and administer pledge-related activities, including monthly gift setup, fulfilment tracking, donor updates, payment exception handling, adjustments, and cancellations.

Coordinate with internal teams and the Telefundraising service provider to resolve donor, data and gift processing issues and prepare related reports as required.

KNOWLEDGE AND COMPETENCIES

Strong attention to detail and commitment to accuracy.

Excellent organizational and time-management skills with the ability to manage competing priorities.

Demonstrated commitment to providing responsive, donor-focused service.

Effective verbal and written communication skills.

Ability to identify routine issues, research information, and resolve problems independently.

Sound judgment and ability to escalate complex matters appropriately.

Demonstrated adaptability and commitment to continuous learning, including new systems, technology, automated processes, and evolving gift processing practices.

Ability to maintain confidentiality and handle sensitive donor and financial information with discretion.

Ability to follow established procedures, business rules, and internal controls while identifying opportunities for day-to-day process improvements.

EDUCATION AND EXPERIENCE

An equivalent combination of education, training and directly relevant experience will be considered.

Post-secondary education in Business Administration, Finance, Accounting, Office Administration, Fundraising, or a related field.

Minimum 2-3 years of relevant experience in gift processing, donor services, fundraising administration, finance support, customer service, or a related administrative role.

Experience working with donor databases, preferably Blackbaud Raiser's Edge or Raiser's Edge NXT, including gift entry, receipting, and donor record maintenance.

Experience working in a high-volume, detail-oriented environment requiring accuracy and adherence to established procedures and deadlines.

Demonstrated experience processing financial transactions, donations, payments, or other revenue-related activities requiring a high degree of accuracy, confidentiality, and adherence to controls.

Experience supporting donor, customer, client, or stakeholder inquiries and delivering responsive service in a relationship-focused environment.

Proficiency with Microsoft Excel and Microsoft 365 applications.

Experience working with o