Coordinator, Donor Operations at Ontario Veterinary Medical Association

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, critical thinking, and practical problem-solving to support organizational goals, address challenges, and ensure smooth operations.
• A collaborative, adaptable team member comfortable working independently across functions in a small, but fast-paced mission-driven organization.

WHY JOIN THE FARLEY FOUNDATION?

Founded in 2002, the Farley Foundation is a leading charity of its kind, unique in North America for its longevity, effectiveness, impact, and brand recognition for its support of low-income Ontarians and their pets. Since 2002, the Foundation has disbursed over $8,000,000 to over 18,000 people and pets in need.

We are on a mission to double our annual impact by 2027 – to help over 2,000 people and pets per year, while growing our fundraising capacity.

Our Vision and Mission:

At the Farley Foundation, we believe that Every pet deserves access to veterinary care.

To do this, we support the relationship between pets and people by generating and allocating resources to subsidize veterinary care for Ontario families in need.

What We Offer

• Pet-friendly office (obviously!).
• Fun (not awkward) team building activities.
• Flexible hybrid work arrangements.
• A supportive, collaborative work environment.
• Professional development and growth opportunities.
• Exposure to both event management and financial operations.
• Work-life balance, including summer hours.

Commitment to Diversity and Inclusion

The Ontario Veterinary Medical Association is committed to diversity, inclusion, dignity, and respect for all. We reject discrimination or harassment on any basis, including race, ethnicity, age, religion, gender identity, family status, disability, or sexual orientation.

We are committed to creating equitable access to veterinary care and supporting a diverse and inclusive profession, in partnership with organizations such as the Ontario Veterinary College and the College of Veterinarians of Ontario.