Donor Relations Officer

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January 17, 2020

Reporting to the Senior Director, Principal Giving, the Donor Relations Officer is responsible for developing, implementing, managing, and assessing a comprehensive donor relations strategy and program. The focus of this role is to communicate the impact of philanthropy at BC Women’s Health Foundation in a way that makes donors feel passionate and joyful about investing in women’s healthcare, and support the strategic fundraising goals of BC Women’s Health Foundation.

The position will support the Principal Giving and the Annual Giving teams in ensuring appropriate donor cultivation, stewardship, recognition, and acknowledgement programs and processes are in place. On a day-to-day basis, they will work independently to plan and implement donor relation events, accountability newsletters, stewardship reports, thank you calls, hospital recognition (plaques + donor walls) and other activities within the allocated budgets. With excellent writing skills, an ability to tell a compelling story, and an attention to detail, the Donor Relations Officer will manage all aspects of the projects, including timelines, logistics, and vendor relationships to ensure all requirements are met. Additionally, they will provide leadership in recommending better, more effective ways to implement cultivation, stewardship, recognition activities, and stewardship metrics.

Specific Accountabilities

Donor Cultivation, Stewardship + Recognition

  • Develops, implements, and leads a successful and integrated donor relations program for Principal Giving + Annual Giving donors.
  • Manages the donor relationship strategy to thoughtfully and proactively provide meaningful opportunities to cultivate relationships with new donors and engage and steward current donors in order to meet and exceed expectations.
  • Focus on donor retention and engagement strategies.
  • Recommends, develops and implements donor relations policies and provides gift agreement oversight.
  • Evaluates, implements, and executes recognition initiatives for the campus and physical recognition such as: plaques, naming opportunities, donor wall, Foundation awards.
  • Collaborates with Principal Giving and Annual Giving teams to develop targeted donor relations strategies.
  • Works closely with the Principal Giving team to demonstrate gift impact to donors by creating meaningful and memorable experiences.
  • Uses key metrics to achieve higher retention rates and donor satisfaction. Tracks metrics to assess the current engagement and activity of donors to determine which efforts have the greatest impact.
  • Creates innovative programs and projects to thank and steward donors; identifying creative and effective opportunities to recognize the impact of corporate and individual support.
  • Tracks all donor relations and stewardship activities in Raiser’s Edge.
  • Proactively manages donor issues to ensure mutually beneficial solutions.
  • Contributes to a cohesive stewardship journey for Annual Giving Donors and for Monthly Donors to show our gratitude for their support.
  • Responds to and resolves donor inquires in a timely manner, with sensitivity to the individual’s specific situation and/or request.
  • Manages donor gift acknowledgement process, thank you letters, and thank you cards.
  • Leads efforts to plan and implement all donor relations event components to appropriately recognize and steward donors of the Foundation including: press conferences, donor ceremonies, cheque presentations, planned giving events, legacy circle luncheon, behind-the-scenes tours, cultivation dinners, campaign related donor events, and other special events.
  • Manages and tracks the financial and accounting activities (budgets, invoicing, contracting) of donor relations.
  • Manages and provides on-site leadership at donor events.
  • Manages the guest invitation and RSVP process.
  • Recruits and manages volunteer roles and responsibilities.

Writing + Communications

  • Consistent with the Foundation’s brand and messaging, develops, writes, and edits effective, persuasive, and creative communications for donor relations materials such as, but not limited to: accountability newsletters, stewardship reports, donor recognition plaques, thank you letters, invitations, scripts, event analysis, digital copy for initiatives.
  • When appropriate, interviews donors, past patients, healthcare professionals and/or researchers for stewardship reports, gift impact stories, proposals, and other writing needs.
  • Translates scientific ideas, aspirational needs, theoretical models of care, and/ or research concepts into compelling donor communications.

Database Maintenance

  • Learns the Foundation’s usage of the donor database (Raiser’s Edge) and updates and maintains donor or prospect records. Ensures that accuracy and integrity of database is maintained.
  • Creates basic reports and retrieves general information as required.

Organizational Behaviours + Partnerships

  • Collaborates with other teams on all gift acknowledgments, including receipts, thank you letters, pledge statements, and donor reports to ensure a donor relations lens.
  • Works in collaboration with all members of the Foundation to provide expert donor relations advice and support.
  • Builds relationships, interacts and works with team members, volunteers, Hospital staff, suppliers, sponsors and donors.
  • Supports all Fundraising team members by willingly providing backup as appropriate and as needed. Willingly accepts changing priorities, and when needed, alternates between tasks and projects in response.
  • Prioritizes work effectively and manages time efficiently, updating manager on workflow or other issues, as appropriate.
  • Attends, volunteers and participates/supports in the Foundation’s signature events as required.
  • Other duties as required.


Education + Experience

  • Undergraduate degree or related post-secondary diploma or equivalent combination of education, training and experience.
  • 5 years’ experience, ideally in a similar role in a not-for-profit fundraising environment.
  • Highly developed project management and event planning skills successfully leading, planning and managing a variety of events.
  • Excellent customer service focus and quality management experience.
  • Demonstrated ability to build effective relationships.
  • Understanding of the fundraising cycle and experience in donor relations and accountability a definite asset.

Skills + Competencies

  • An understanding of prospective donor behavior, the local philanthropy environment, and fundraising cycles.
  • Exemplary attention to detail, strong project and time management skills to manage a variable and ever-changing workflow involving multiple simultaneous projects and priorities.
  • Well-developed writing skills adaptable to different audiences, with a demonstrated ability to succinctly communicate useful and relevant information to internal and external constituents.
  • Strong interpersonal skills and collaborative working style.
  • Strong abilities to problem solve and to take a calm and thoughtful approach to work.
  • Demonstrated judgement and discretion in dealing with confidential and sensitive matters.
  • Ability to remain focused under pressure, particularly when faced with multiple demands.
  • Proven ability to exercise diplomacy and good judgement.
  • Willing to embrace cultural differences and sensitivities.
  • Sound knowledge of Canada Revenue Agency regulations regarding charities and donations.
  • Preferred proficiency with donor database systems (e.g., Raiser’s Edge) and Microsoft Office suite.
  • CFRE accreditation preferred.
  • Fluency in Chinese as a second language (Cantonese), both written and verbal with the ability to type in Chinese characters an asset.

Please email your cover letter and resume to We thank all applicants for their interest, however, only those selected for interviews will be contacted.