EMPLOYMENT OPPORTUNITY

DATABASE ADMINISTRATOR

Location: Toronto, ON

Date Issued: March 19, 2025

Do you have a passion for using data technologies for public good? Are you looking for a position where you make an impact? Are you persistent and detail-oriented? If so, read on!

Operation Smile Canada Foundation is seeking a Database Administrator to join our team.

The ideal candidate for this position has a can-do attitude and loves making data and technology work for the mission. You thrive in a multi-task work environment where you collaborate with internal teams and external partners and strive to exceed expectations.

OPERATION SMILE

We are a volunteer-delivered global medical nonprofit that provides free, safe surgery and comprehensive care to patients with cleft conditions and craniofacial differences in 37 countries around the world. Operation Smile Canada raises funds from our donor partners who want to directly impact the lives of children living with cleft conditions and other facial differences. Our partners are as committed as we are to a world where health and dignity are improved through safe surgery and complete care.

We have a plan for the next decade to increase access to essential surgical care for one million more patients living in low- and middle-income countries. Achieving this goal requires more people caring for more patients in more places. It also requires us to broaden the awareness of our great brand and raise more funds through our diverse fundraising programs.

Operation Smile Canada (OSC) is dedicated to recruiting and retaining a qualified workforce. By valuing diversity, OSC commits to hiring practices that are fair, equitable and accessible and will always hire the most qualified candidate for a position. We will ensure the search and hiring process is fair and impartial, so the appropriate qualifications of each candidate are the only criteria upon which a hiring decision is made.

You can learn more about Operation Smile Canada by visiting: www.operationsmile.ca. 

THE ROLE

As a member of the Operation Smile Canada team, in achieving our vision and mission, the Database Administrator (DBA) is responsible for the daily management of OSC’s gift processing and acknowledgement operations and ensures efficient organization and integrity of the donor and gift data in the CRM databases to support the fund development programming, organizational planning and financial reporting.

The incumbent serves as a project lead for several activities supporting OSC’s accounting function, including monthly data reconciliation with the bank, as well as oversees data and/or production support for donor stewardship projects, direct marketing and digital campaigns, and the data technology training of the OSC team, when appropriate.

The Database Administrator is an advanced expert in Raiser’s Edge NXT (RE) and ImportOmatic/Omatic Cloud (IOM), has strong working experience with Luminate Online, AKA raisin or similar online giving platforms, and has excellent skills in fundraising data analysis and preprocessing using Microsoft Excel. The incumbent possesses solid knowledge of CRA regulations in the field of philanthropy and is able to contribute to the development of policies and procedures providing the guidance and framework for data processing and data security.
 
The Database Administrator is a key member of the Data & Analytics team led by the Director, Database Management, Finance and Analytics, and supervises a designated team for gift processing and other related functions.

HOURS & LOCATION

This is a full-time permanent position deemed essential to working part of the week from the office at 204-375 University Avenue, Toronto, Ontario M5G 2J5. Hours are Monday to Friday 9:00am to 5:00pm with a half-hour unpaid lunch break (for a total of 37.5 hours per week).

KEY FUNCTIONS AND ACCOUNTABILITIES

Ongoing Data Processing (20%):

Supervises the gift processing team to implement a smooth, accurate and timely import and export of gift data and other related information to and from RE on a daily, weekly, semi-monthly, and monthly schedule, as follows:

•       Using IOM, runs daily gift imports into RE, including, but not limited to, online and direct mail gifts, and gifts made by phone.

•       Through the RE batch entry, performs the accurate and timely processing of other gifts into RE, including: donations of cash, cheque and credit              card, third-party donations such contributions from Canada Helps, Benevity and other online giving platforms, donor advised funds (DAF), and

        matching gifts, electronic fund transfer (EFT) gifts and direct deposit disbursements notified by Finance. 

•       Sets up pledges and processes pledge payments, and adds new monthly recurring gifts, paying close attention to schedules.

•       Performs the processing/scanning of donation cheques into the bank account and creates deposit information which feeds into the accounting

         section of Operation Smile Canada.

•       Executes semi-monthly processing of recurring gift batches for both EFT and credit card gifts.

•       Implements uploads of designated appeal codes for direct mail campaigns’ back feed files and other mass constituent, action and prospect

         information updates, as requested by the Philanthropy or Marketing teams.

•       Facilitates production of mailing list information for multiple direct mail and digital solicitation campaigns.

•       Executes other advanced data export and import operations working with RE, Luminate Online and AKA raisin or similar online giving platforms, as

         required.

Gift Acknowledgement (10%):

Supervises the team and collaborates with our gift data processing vendor (currently KCK Global) to implement timely gift acknowledgment, as follows:

•       Executes the production and mailing of weekly donation receipts and acknowledgement letters to donors.

•       Provides data support for the annual production of consolidated receipts for monthly donors.

Donor Relations Support (5%):

In close collaboration with the Donor Care, Marketing and Philanthropy teams contributes to the continued participation of donors and excellent donor experience.

Data Quality and Integrity Management (15%)

Serves as a lead for the ongoing work on improving data organization, integrity and quality of data and the coding structure in RE NXT, Luminate Online and AKA raisin or similar online giving platforms, as follows:

•       Sets up and implements a schedule for data cleanup across the fiscal year and assigns specific data maintenance areas and data enhancement

         projects to team members (i.e. by record type: constituent, gift, prospect, user management).

•       Assesses data integrity and accuracy on an ongoing basis and takes necessary steps to address deficiencies.

•       Facilitates a consistent record deduplication process and the correct merging of duplicate records.
 

User Management & Training (10%)

Provides administration and learning support to users of RE NXT, Luminate Online and AKA raisin at OSC, as follows:

•       Sets up and maintains a sound system of the database access groups for users of the above CRM databases.

•       Administers the user account system providing support during onboarding, termination of expired accounts and adjustment of users’ access rights,

        when needed.

•       Organizes group and one-on-one user training on RE NXT functionality for the OSC team and serves as a go-to person for ad hoc training or

        questions.

Data Integration Management (15%)

Ensures reliable functioning of existing data integration systems, enabling stable data flows to and from RE NXT, as follows:

•       Develops and maintains a comprehensive understanding of the existing data integration systems, foremost – ImportOmatic import profiles and

         Omatic Cloud formulas.

•       Manages ongoing adjustments and updates to the integration systems.

•       Contributes to design and implementation of new data integrations, when required, and enhances their skills in using new systems.

Support for Accounting Functions (5%)

Works closely with the Finance team to support monthly and annual accounting functions, as follows:

•       Leads monthly reconciliation of financial data between RE NXT and OSC bank accounts while maintaining a high level of accuracy and a short

        completion schedule.

•       Provides information and gift documentation support during annual accounting audits.

•       Develops structured gift information needed for production of the annual corporate tax return reports and annual statements by OSC.

•       Works on other, ad hoc projects, as requested.
 

Partnership Sustainability (10%)

Collaborates with external and internal stakeholders to ensure a high level of project coordination, meeting project deadlines and an efficient flow of business communication, as follows:

•       Carries out daily communication with OSC’s departments, as required.

•       Serves as a lead contact person in daily collaboration with our gift data processing vendor (currently KCK Global) and online transaction

        processors on behalf of the Data & Analytics team, as well as leads communication with vendors for troubleshooting technology and gift       

        processing issues. 

•       Contributes to managing relationships with key data management vendors, such as Blackbaud, Omatic Software, and AKA Media.

•       Coordinates project-related communication with Operation Smile International’s IT technology department, when needed.

Human Resources Management (5%)

•       Contributes to success of OSC as a key member of the Data & Analytics team led by the Director, Database Management, Finance and Analytics.

•       Provides daily supervision and necessary training to the assigned Data & Analytics team members.

Other (5%)

•       Continuously works on their own professional development in the areas of fundraising data management and technology as well as maintains solid

         understanding of the fundraising methods and the fund development programming at OSC.

•       Builds and maintains connections with peers at other charities in the GTA and Canada to learn about best practices and efficient data management

         tools.

DESIRED QUALIFICATIONS AND REQUIRED SKILLS

•       A post-secondary degree and at least 5 years of experience in nonprofit fundraising database operations, with direct experience using Raiser’s 

        Edge NXT, or a combination of education and experience. 

•       Deep knowledge of Raiser’s Edge NXT, with significant exposure to Luminate Online and peer-to-peer fundraising programs.

•       Intermediate or higher expertise in building fundraising data integration with ImportOmatic or Omatic Cloud is highly desired. Capacities with

         process/reporting automation are an asset (Power Automate/BI, etc.).

•       Familiarity with and experience working alongside direct mail, monthly and workplace giving, online donations, and other types of fundraising and

        donor cultivation is required.

CHARACTERISTICS/SKILLS:

•       Interest and appreciation of Operation Smile Canada’s core mission and ability to communicate that mission across different platforms and

         audiences. 

•       An ambassador in the workplace and community who embodies the core values of our organization: Compassion, Integrity, Resilience & Impact.

•       Strong communication skills that can translate technical information to non-technical audiences, with the ability to connect with system users to

         understand and anticipate their needs. 

•       Experienced in answering inquiries and requests in a friendly, direct manner, and can work efficiently under tight deadlines if necessary.

•       Strong organization, time management, and critical thinking skills

•       Highly adaptable, exercises judgement, maintains accuracy and confidentiality.

•       Solid skills in leading and coaching teams, supervising daily data operations, as well as resolving and troubleshooting issues.

•       Basic knowledge of accounting systems, budgets, and internal controls is an asset.

•       Demonstrated comfort with and passion for learning new technology/databases.

•       Ability to work well under pressure, prioritize and handle multiple tasks with competing deadlines.

•       Demonstrated interpersonal skills, communications (verbal and written), emotional intelligence, and active listening.

•       Ability to maintain action plan for priorities and goals and be flexible and adaptable to respond to the needs of the department.

•       Flexibility to work the occasional evening or weekend day as required.

•       Excellent baseline information technology and computer systems skills, including advanced proficiency in MS Office, including Teams, Word,

        Excel, PowerPoint and Outlook.

WHY YOU WILL LOVE WORKING HERE

You'll love working with us because we're a team driven by purpose and passion. At Operation Smile, every day brings the opportunity to make a real difference in the world, while growing both personally and professionally. We foster a supportive, collaborative environment where your ideas are valued, and your efforts directly contribute to creating brighter futures for children and families. Join us and be part of something truly meaningful!

We are a learning organization that values each other and our collective abilities to meet and exceed expectations in everything we do.

We are committed to supporting flexible work arrangements and investing in technology or other resources to enable you to effectively work from our office in downtown Toronto.

SALARY & BENEFITS

•      This is a full-time, permanent position.

•      The salary range for this position is $65,000-$94,500, including paid vacation time.

•      A highly competitive benefits package including an RRSP matching program, and more!

HOW TO APPLY

Please submit your resume or CV along with a cover letter (as one PDF document) to:

. Please ensure the subject line of your email contains the position title: Database Administrator.

Address your cover letter to:

Alex Morosovskiy

Director, Database Management, Finance and Analytics

Operation Smile Canada

Please note: Only applications that follow these instructions will be considered.

APPLICATION DEADLINE

Applications will be reviewed on a rolling basis until the position is filled. We encourage interested candidates to apply as soon as possible.

Operation Smile Canada thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Operation Smile Canada is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.

Thank you for your interest in being part of our smile movement at Operation Smile Canada. We look forward to hearing from you. In the meantime, keep smiling; a child is counting on it!