Job Summary

Reporting to the Communications and Operations Manager, the Foundation Coordinator is responsible for coordinating all office operations for the Foundation, including transmittals for deposits, correspondence, reception duties, gift acknowledgements and processing, volunteer and Board administration, data entry, and assisting with monthly financial management. The Foundation Coordinator will work closely with the Communications and Operations Manager to ensure the efficient operations and growth of the Foundation, as well as other projects (detailed below) as assigned to support the Foundation and executive leadership. In addition, the Foundation Coordinator will update donor information regularly in our CRM system and conduct basic prospect research. The individual will work closely with the other members of the Foundation team.

Roles and Responsibilities:

• Coordinates the daily administrative operation of the Foundation, including establishing and maintaining effective office routines, and provides telephone, reception duties and administrative assistance as needed.
• Donation processing & acknowledgement management: processes gifts, prepares thank you notes, receipts, tribute cards, and organizes other stewardship efforts. Providing daily cash reconciliation.
• Enters gift pledges, sponsorship, donor, player and guest participant information to the database; provides post event support such as cash management, data entry, revenue reports, tax receipts; assists with distributing donor and sponsor acknowledgement letters.
• Maintains donor database (Raiser’s Edge NXT), and accurately and consistently updates donor information to ensure data reliability and current mailing lists.
• Coordinates the flow and accuracy of all financial information to and from the accounting firm and bank for the preparation of the monthly financial statements, including preparation of daily cash reports and end of period reports.

Tracks the Foundation’s AP/AR, ensuring vendors and invoices are coded, and assist with monthly reconciliation.

• Assists with Board/Committee meetings and AGM as needed and taking meeting minutes.
• Assist Communication and Operation Manager to provide database support for the donor recognition program including maintaining the donor wall, prepares invitations and registration lists for donor recognition events; participates in events as needed.
• Assists with ERHF signature events, luncheon and other events as needed.
• Tracks hours, vacation and sick days for Foundation staff.
• Other related duties as assigned.

Qualifications:

• Relevant Post-Secondary education or equivalent experience.
• Understanding of non-profit financial administration with minimum three (3) years in providing administrative support in an office setting.
• Excellent verbal and written communication skills.
• Computer fluency (Outlook, Word, PowerPoint, Excel) required and willingness to learn new technology.
• Experience with donor CRM databases (Raiser’s Edge NXT) is an asset.
• History of demonstrating initiative and the ability to manage competing priorities.