Development Administrative Coordinator

About North York Women's Shelter:

The North York Women's Shelter ("NYWS") actively supports the rights of women, trans, and non-binary individuals and their children as they build lives free from violence by providing safe shelter, advocacy, and a range of trauma-informed programs and services including 24-hour crisis support. Our vision is to create a community characterized by gender equality where women, trans and non-binary individuals and their children feel empowered and safe.

About the role:

Job Title: Development Administrative Coordinator

Reports to: Sr. Manager, Fund Development

Work Schedule:
Full-time Onsite Monday to Friday

Date Posted: 18 September 2025

Applications Due: 2 October 2025

The Development Administrative Coordinator plays an important role in supporting the Development and Communications function through coordination and administration of tasks related to fundraising, events, donor relations, documentation, and other day-to-day operations of the Development and Communications team.

What you will be doing:

Key Responsibilities

• Provide day-to-day support for the Sr. Manager, Fund Development by coordinating key initiatives, events, and communications as well as data entry and reporting.
• Foster diversity, equity, and inclusion by considering diverse cultures, physical abilities, and lived experiences of our internal and external community in the design and delivery of development activities and communications.
• Uphold confidentiality of all clients and residents, donors and other internal and external stakeholders in accordance with organizational policies.
• Develop communications materials such as emails, "thank you" messages, tax receipts, and other deliverables in a timely and professional manner, in alignment with NYWS brand image, voice, established practices, and
  Donor and Community Centric Fundraising values.
• Maintain complete and accurate records of donations and prospects using the donor database (Donor Perfect) and run reports as needed.
• Monitor all giving platforms and process all incoming donations following established processes and procedures.
• Provide research and production support for reports and grants as required by the Sr. Manager, Fund Development.
• Provide administrative support for external and internal Development & Communications meetings including planning, preparing materials, and ensuring appropriate follow up on action items.
• Work in collaboration with the Sr. Manager, Fund Development to innovate workflow procedures and organization operations and procedures for the fundraising department, including development of manuals, guides, and best practices.
• Verify transactions, track expenses, and reconcile with the fundraising database.
• Coordinate and manage key fundraising programs and initiatives such as in-kind gifts, gift cards, third-party events, monthly donor programs, and others.
• Provide event support for key third party events, including scheduling speakers, staff appearances, material creation, and other administrative support as needed.
• Coordinate the ordering and installation of plaques and donor wall, ensuring all donor recognition is delivered as promised.
• Verify and ensure that donor agreements are honoured.
• Support in maintaining donor pipelines, acting as a point of contact for donor enquiries, notifying donors of new initiatives and organizational goals, and maintaining regular communications with donors.
• Coordinate and monitor stewardship activations including pledge reminders and timelines, ensuring timelines are met, expectations are fulfilled, and donor information is both secure and confidential as necessary.
• Participate in the fundraising, planning, implementation, and staffing of cultivation, stewardship, and fundraising events.
• Support the Annual Fund program with all data needs, prospect research and support with donor follow up including "thank you" calls, updating email service with new email addresses, and providing data to inform campaigns.
• Support with the development of social media and other digital content for LinkedIn, Facebook, and others as required, including the NYWS website.
• Accurately prepare documents for donors and prospects such as proposals, gift agreements, impact reports, recognition agreements, donor correspondence, etc.
• Develop organizational branding guidelines to direct NYWS’s brand image and voice
• Design and maintain the organizational Google Ads campaign
• Report on analytics of all monitorable channels (social media, newsletter, Google Ads, any paid social ads) to demonstrate growth and identify areas for improvement
• Perform general clerical administrative support including mail outs, photocopying and filing.
• Maintain current knowledge of the non-profit and Shelter landscape to inform development and fundraising opportunities.
• Attend and participate in additional team building, training, in-services, and community outreach projects as required.
• Coordinate the Donor Survey process in collaboration with the Sr. Manager, Fund Development.
• Additional duties as assigned.

How you'll succeed:

• Alignment with NYWS mission, vision, and values - deliver high-quality, inclusive and empowering service across all interactions while upholding out commitment to trauma-informed practice.
• Relationship Building - foster positive relationships with internal and external stakeholders including colleagues, residents, donors, and others.

Who you are:

Competencies, Skills, and Experience

• You have completed post-secondary education in a related field such as Business Administration, Fundraising, Marketing, Non-Profit Management, or equivalent education or experience.
• You have a minimum of 3 years of direct experience working in a fundraising, donor and/or non-profit marketing/ business development environment.
• You are proficient with Microsoft Office Suite e.g., Word, Excel, PowerPoint.
• You have experience working with fundraising database software - DonorPerfect experience preferred.
• You have experience supporting various aspects of the donor cycle (identification, cultivation, solicitation, activation, and stewardship).
• You have excellent verbal and written communications skills and ability to adapt communication to respond to a wide variety of stakeholders and audiences.
• You are able to develop professional documents, presentations, and other communications material with superb attention to detail - experience with social media content development is an asset.
• You have strong work ethic, and organizational, project management as well as time management skills to prioritize effectively to complete deliverables on time.
• You are enthusiastic and take initiative to follow-up with clients and other stakeholders to promote a positive, healthy and productive environment.
• You are able to work flexible hours as needed for meetings and events outside of routine work hours, including evenings and weekends.
• You are able to work independently as well as part of a strong dynamic team.
• You are able to work from an intersectional feminist, anti-racist and anti-oppressive lens, leveraging a trauma-informed approach.
• You have a high degree of confidentiality and discretion.
• You have excellent customer service skills. Front-facing donor experience is an asset.
• You have a satisfactory Vulnerable Sector Check (PVSC).

Working Conditions

• This role operates in an office space and Shelter which houses pets, as well as on offsite locations as required.

How to apply:

Does this sound like the right opportunity for you? If so, please submit your resume and cover letter by Tuesday, October 2nd at 5PM. Use this link to apply: https://nyws.bamboohr.com/careers/49?source=aWQ9Mjc%3D! Only applications submitted through the BambooHR application portal will be considered. Only candidates selected for an interview will be contacted. Please do not call the Shelter.