Team Lead, Donations Processing - Foundation

Job Description

This role involves remote / work from home with a requirement for a minimum of two (2) days per week working onsite and may be subject to change as the organization works through its hybrid workforce plan and / or changing needs of the Foundation.

We care about our team and community and are aligned with CAMH’s health and safety practices.

ABOUT CAMH FOUNDATION

Hi! I’m Haimy Mekonnen, Finance Manager. I’ve spent the last 4 years with CAMH Foundation watching the company and the cause grow significantly.

I am driven by working for a meaningful cause, with an exceptional team, and doing the job I love.

I invite you to join me for a conversation about your interest in CAMH, have the chance to meet members of our incredible team, and tell me more about how your career aspirations align with our bold journey to create a world where mental health is health.

The Centre for Addiction and Mental Health (CAMH) is Canada’s largest mental health teaching hospital and one of the world’s leading research centres in its field.

With a dedicated staff of more than 3,000 physicians, clinicians, researchers, educators and support staff, CAMH offers outstanding clinical care to more than 34,000 patients each year.

The organization conducts ground-breaking research, provides expert training to health care professionals and scientists, develops innovative health promotion and prevention strategies, and advocates on public policy issues at all levels of government.

CAMH Foundation is charged with raising and stewarding funds in support of CAMH. Its role is to help transform the way we understand and address mental illness by raising awareness and increasing engagement across the country.

Generous and dedicated supporters help CAMH advance discovery and innovation, build spaces that promote recovery, and break down the stigma of mental illness.

THE OPPORTUNITY :

This position oversees data entry processes and lead a team of Donations Processing Associates, both full-time and contract staff.

Primary responsibilities include reviewing donations for accurate coding, making necessary adjustments to incoming gifts, ensuring data integrity, accuracy, and timeliness in processing, and attaching proper documentation while adhering to donor instructions.

Additionally, the position is responsible for preparing monthly pledge reports and collaborating closely with the Philanthropy and Partnership teams to ensure timely fund collection.

It also involves managing gifts coded to suspense fund accounts and reallocating them to the appropriate fund accounts in a timely manner through collaborative efforts with the Philanthropy, Partnerships, and Finance teams.

Furthermore, the incumbent is the point person for addressing donation processing related inquiries and concerns from the Fundraising teams, Database Manager, and the Finance team.

Expertise in applying correct coding practices plays a pivotal role in driving the Foundation's sustainable growth and the achievement of ambitious goals.

KEY RESPONSIBILITIES :

• Oversee data entry work performed by Donations Processing Associates, ensuring adherence to organizational standards and CRA guidelines
• Train and supervise Donations Processing Associate and contract staff
• Provide guidance to Foundation members related to donations processing, receipting, and fund codes
• Create, review, and update donations processing process documents, including training for staff involved in the process
• Participate in Finance 101 onboarding for new staff, present sections related to donations
• Prepare and distribute monthly pledge report to Philanthropy and Partnership teams
• Generate Courtesy Reminders based on the pledge report, including formatting with donor facing pledge descriptions and donor manager information
• Collaborate with Philanthropy and Partnerships teams to adjust overdue pledge schedules
• Manage and reconcile gifts coded to suspense fund, coordinating with Philanthropy, Partnerships, and Finance teams for proper coding in a timely manner
• Ensure the data integrity of incoming donations, processing them and issuing acknowledgments within agreed-upon organizational standards
• Generate charitable tax receipts and thank you letters appropriate to the donation and distribute to the development and donor experience teams for mailing.

Also, update and upload any new tax receipt letters

• Manage continuity of tax receipts including cancelled / damaged receipts, sequence of tax receipt numbers
• Create and update queries to track necessary manual updates, such as online gifts requiring fund designation or corporate donations needing conversion and receipting outside standard procedures
• Liaise with other departments to plan workload effectively
• Collaborate with Hospital Finance to establish payroll deductions and review payments potentially intended for the hospital
• Host bi-weekly meetings with Donations Processing Associates and Donor Experience team to address issues and challenges
• Assist Financial Analyst in reconciling discrepancies between information in Raiser’s Edge and the General Ledger
• Respond to and resolve Foundation, Hospital and donor inquiries and discrepancies regarding gifts, tax receipts, and other donor / gift information.
• Support Finance team in gathering information for audits
• Perform any other Ad-hoc tasks as assigned

Minimum Requirements

• Completion of College diploma or University degree
• 5 years of relevant and practical work experience. A combination of relevant education and experience may be considered.
• Extensive knowledge of and demonstrated experience working with Raiser’s Edge or similar donor database management system.
• Understanding of basic accounting / bookkeeping principles
• Demonstrated excellent communication, interpersonal, organizational and time management skills.
• Strong client service skills; able to diffuse situations with upset donors / public.
• Strong computer skills including proficiency in Microsoft Office software, especially Excel.
• Attention to detail and data entry skills in entering donor and financial information.
• Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met.
• Demonstrated commitment to and understanding of the mission and values of CAMH.
• Willingness to work flexible hours, occasional evenings and weekends.

Don’t sweat it if you don’t have everything listed above. We believe in growth and curiosity. If you have some of these qualities and believe this is the position that will make you excited to come into work every day, then we want to hear from you!

Salary Range : $73,202.10 to $81,954.53 annually

CAMH Foundation is an equal-opportunity employer. We are committed to providing reasonable accommodations and will work with you to meet your needs.

If you are a person with a disability and require assistance during the application process, please don’t hesitate to reach out at We celebrate our inclusive work environment and welcome members of all backgrounds and perspectives to apply.

Our north star is creating hope and improving outcomes for people facing mental illness. We work in respectful partnerships with each other and our hospital partners to inspire philanthropy and raise awareness in support of mental health.