BARRIE FAMILY HOSPICE OF ELGIN, St. Thomas, ON
Job Position: Database and Donor Records Administrator
Term: Full-time
Reports to: Finance Coordinator
Works with: Manager of Fund Development
Vacancy Status Disclosure: This position is for a newly created role in which a vacancy exists.
AI Disclosure: We do not use artificial intelligence (AI) to screen, assess, or select applications.
Compensation: $40,000-43,000/year

Barrie Family Hospice of Elgin is more than a place; it’s a feeling. It’s where compassionate care meets comfort, where families find connection, and where every moment matters. We believe that end-of-life care isn’t just about health care, it’s about how we make people feel. It’s about creating an experience that honors the whole person: their story, their spirit, and the people they love.

Rooted in the heart of Elgin and nestled among the trees overlooking Waterworks Park, our cottage-like design has ten beautiful private suites, cozy family spaces, and a peaceful, natural setting that invites quiet reflection, connection, and comfort. We provide expert wrap-around care—managing pain and symptoms while supporting emotional, spiritual, and practical needs.

This isn’t just a job, it’s a calling. A chance to be part of something meaningful, to walk alongside people during life’s most sacred moments, and to help families simply be families again. Whether it’s a shared laugh around the harvest table, a sunset by the fire pit, or a favorite song played one last time, we are here to create space for love, comfort, and compassion. Our noble purpose guides everything we do: We support exceptional care at end of life.

If you believe in the power of presence, compassion, and human connection, we invite you to join us! www.elginhospice.com

Position Summary:

The Database & Donor Records Administrator provides essential clerical and administrative support for donor records and donation processing. This role ensures that all donor and gift information is entered accurately, maintained securely, and reported reliably, supporting the organization’s fundraising, finance, and stewardship efforts. In addition to managing data with care and professionalism, this position plays a

key role in helping donors feel valued and supported, contributing to the Noble Purpose of Barrie Family Hospice of Elgin, and supporting the team in achieving our goals to serve the community.

Benefits:

• Dental Care
• Vision Care
• Drug Plan
• Employment Assistant Program

Duties and Responsibilities:

Data Entry and Record Maintenance

• Receive and process donations via mail, phone, credit card, online platforms, EFT, or other approved channels
• Enter and update donor, gift, and constituent information in the donor database accurately, following established standards
• Maintain organized electronic and paper records to support audits, financial reporting, and legal requirements
• Monitor and correct data entry issues, including duplicate records, incorrect gift entries, misspellings, or outdated information
• Maintain the integrity of the donor database by ensuring all donations, donor contact information, campaign, and other data are accurate
• Adhere to established data entry standards and procedures

Donor and Staff Support

• Connect with donors in a friendly and professional manner, ensuring their questions are answered, donations are processed accurately, and any concerns are resolved in a timely manner.
• Send personal “thank you” letters or notes to those who contribute to Honorariums and Memorials, including coordinating with individuals, funeral homes, and family members
• Notify donors when credit cards are about to expire to maintain ongoing support
• Assist other staff with database access and provide guidance on data entry procedures

Reporting and Administrative Support

• Prepare routine donation, donor, and financial reports as requested
• Pull data for electronic communications, mailings, or other stewardship activities
• Support tracking of recurring gifts, pledge payments, giving levels, renewal rates, and stewardship requirements
• Establish new fundraising reports and adapt ongoing reports to track donor engagement, campaign progress, and donor trends.
• Assist with month-end reconciliation against the general ledger
• Research and analyze donor data as requested to support financial or fundraising reports

System Maintenance and Process Support

• Perform regular database maintenance, including basic system tuning and monitoring
• Troubleshoot minor issues, support workflow improvements, and help ensure deadlines are met during periods of high gift volume.
• Conduct regular quality checks to ensure data accuracy and identify issues affecting workflow or reporting
• Perform other duties as assigned

Skills and Qualifications:

• Commitment to the Noble Purpose of Barrie Family Hospice of Elgin
• Post-secondary education; preference given to candidates with specialization in business, finance, accounting, data management, or a related field
• Minimum of two years’ experience in data management, financial processing, or statistical reporting in a fast-paced environment
• Experience in non-profit fundraising, including familiarity with donor databases (DonorPerfect preferred) and donation processing, is an asset
• Positive, team-oriented attitude with a desire to support donors and the broader community
• Familiarity with Ontario privacy legislation (e.g., PIPEDA) and best practices for protecting confidential information, ensuring compliance with data security and confidentiality requirements.
• Strong computer and data entry skills with high accuracy and attention to detail
• Ability to efficiently manage repetitive clerical tasks while maintaining consistency and quality
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines
• Clear, courteous written and verbal communication skills, with a strong customer service focus
• Ability to work collaboratively as part of a team and contribute to shared goals
• Comfortable working primarily in an office environment while sitting at a computer for extended periods
• Demonstrated ability to analyze, interpret, and verify data for accuracy and completeness
• Ability to maintain meticulous records to support audits, compliance, and reporting requirements
• Strong technical skills, including Microsoft Excel, database management, and reporting tools
• Ability to train or guide staff in proper database usage and data entry standards

Additional Requirements:

• Satisfactory Vulnerable Sector Records Check
• Ability and means to travel as needed; a valid G License and access to a reliable vehicle for travel are required

To Apply:

If you believe in the power of presence, compassion, and human connection, we invite you to join us! www.elginhospice.com

Equal Opportunity Employer Statement:

Barrie Family Hospice of Elgin is an equal opportunity employer. We are committed to fostering an inclusive and accessible environment where all individuals are treated with respect and dignity. We welcome and encourage applications from people of all backgrounds, including but not limited to women, Indigenous peoples, persons with disabilities, members of visible minorities, and those of diverse sexual orientations and gender identities.

Application Acknowledgment:

We thank all applicants for their interest in joining our team. Only those selected for an interview will be contacted.