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Donor Administration Officer

Baker Heart and Diabetes Institute
  • Based in Melbourne
  • Full-time position (1 FTE), 2 Year Contract
  • $68,544 base salary plus Super (+ Generous NFP Salary Packaging options)
  • Flexible Working Arrangements

About the Baker Institute

Baker Heart and Diabetes Institute is an independent, internationally renowned medical research facility. Our work extends from the laboratory to wide-scale community studies with a focus on diagnosis, prevention, and treatment of diabetes and cardiovascular disease.

About the Role

The Donor Administration Officer will act as the first point of contact for existing and prospective donors, supporters, and the general public for the Baker Institute. The role is required to deliver an exceptional standard of administrative support to the Fundraising team, as well as provide event and administrative support across the department as needed.


In this role you will be expected to:

  • Provide support to the Fundraising team via the provision of excellent donor care and administration, including but not limited to the following:
  • Efficiently and accurately manage the donation and administration processes – processing of donations, distribution of receipts, and responding to donor communications
  • Maintain and monitor the Regular Giving program’s declines, upgrades, and conversions, ensuring all donor personal information and payment details are up to date for their monthly debit
  • Maintain the currency, accuracy, and data integrity of the database (Salesforce NPSP), accurately process updates, and, where appropriate, advise relevant stakeholders so that records can be updated.
  • Work alongside the Data Analyst to import and process campaign data files – including updating donor details, setting up monthly donations, and processing batch donations
  • Be the primary point of contact for CCR regarding any financial reconciliations, or banking-related inquiries, as well as ensuring banking and reports are accurate, and on time, and that reconciliations of funds between CCR and Finance are as efficient as possible

Skills and Experience

You will have:

  • A relevant tertiary qualification in administration or fundraising, or relevant work experience in administration and customer service (in a fundraising environment would be advantageous), or; an equivalent combination of relevant experience and/or education/training
  • Proficient experience with not-for-profit CRM databases is essential
  • A minimum of one year’s experience in administration for fundraising or similar
  • Experience in data entry and database administration
  • A demonstrated ability to work in a team environment as well as autonomously without close supervision, as well as a demonstrated ability and willingness to take initiative to improve and enhance existing systems and procedures (quality assurance)


Working at the Baker Institute offers flexibility, generous salary packaging, an employee assistance program, and an active social club as well as modern offices and laboratories adjacent to the Alfred Hospital and walking distance to St Kilda Road, Chapel Street, and Fawkner Park.

Remuneration will be commensurate with the successful candidate’s qualifications and experience.

How to Apply

Applications should include a current resume with details of 2 professional referees. We are reviewing applications as they are received so if you think you're the right person for this role, we'd love to hear from you. For a position description or further information, please visit our website at:

To be eligible to apply for this position you must have an appropriate Australian or New Zealand work visa and you must be immunised with the COVID-19 vaccination in accordance with COVID-19 Mandatory Vaccination Directions (No 4) and the influenza vaccination [for workers in clinical environments] in accordance with Mandatory vaccination of health care workers (influenza vaccine) directions – Health services establishments.

We will close this job ad as soon as we have enough applicants so please apply without delay.

The Baker Institute is an Equal Opportunity Employer and we encourage interest from Aboriginal and Torres Strait Islanders for roles within the Institute. We value diversity, inclusivity, gender equity and we promote family friendly practices. We are a proud recipient of an inaugural Athena SWAN Bronze Award from Science in Australia Gender Equity (SAGE).

Contact details

Abigail Jones

Talent Acquisition Consultant

[email protected] using the subject line: Donor Administration Officer enquiry via EthicalJobs

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