Database Administrator

Purpose:
To perform a broad range of clerical and administrative functions for the Foundation including first point of contact for donors and other visitors to the office.

Essential Duties of Position:

Provides day-to-day administrative support by:

• Providing primary reception duties such as answering the telephone, preparing correspondence, responding to general enquiries, accepting donations and requests for information (by telephone, mail, in person and e-mail);
• Effectively and professionally greeting and communicating with all visitors to the office and developing positive working relationships with volunteers and donors;
• Maintain an accurate filing system, creating files and records, and updating files and records as needed;
• Ensuring distribution/handling of all incoming/out-going mail, recording cheques and invoices received as well as pledge reminders to donors;
• Coordinate logistics for events, meetings, and fundraisers, including venue booking, catering arrangements, and participant registration;
• Working with Executive Coordinator to provide notice of meetings, distributing minutes and Board materials in a timely manner to Directors and Committee volunteer
• Proactively conducting calendar reviews for the coming month(s) to ensure effective use of staff time, a level of preparedness and balance of time with staff;
• Assisting in the management of the CEO’s calendar and prioritizing daily/weekly tasks

Data Management

• Maintain accurate and up-to-date databases (Blackbaud Raiser’s Edge) including donor information, fundraising activities, and financial records;
• Ensure data integrity through regular audits, updates, and verification procedures;
• Generate reports and analyze data to provide insights for strategic decision-making;

Financial Reconciliation

• Maintaining budget records, monthly reconciliation of financial reports and credit card statements in an up to date and accurate fashion;
• Verifying expenses and receipts for accuracy, paying invoices in a timely manner;
• Providing financial reports and summaries as requested;
• Submitting expenditures for approval, completing budget transfers and verifying compliance with the Foundation's policy and procedures;

Support Fundraising Activities

• Assist in coordinating fundraising campaigns, including donor outreach, solicitation, and acknowledgement;
• Collaborate with team members to develop marketing materials and promotional strategies for fundraising events;

Communication and Collaboration

• Liaise with internal stakeholders, including hospital staff, board members, and volunteers, to coordinate activities and gather information.
• Collaborate with external partners, such as vendors and service providers, to facilitate smooth operations.

Continuous Improvement:

• Ensuring excellent communication and interpersonal skills with donors, Board members, and staff at all times.
• Identify areas for process improvement and efficiency enhancement within administrative workflows.
• Propose and implement solutions to streamline operations and enhance productivity

Other Duties:

• Assisting with special projects, events and other office functions;
• Using safe work practices at all times and reporting building, equipment problems etc. to manager on a timely basis.
• As assigned.

Qualifications Required to Perform at Full Working Level:

• Completion of a related post-secondary program, or equivalent combination of education and experience;
• Demonstrated related experience in a similar role;
• Proficiency in the use of Microsoft Office (Word, Excel, Outlook and PowerPoint);
• Excellent judgement and discretion to deal with confidential and sensitive information and matters;
• Excellent interpersonal and communication skills with a high level of integrity and diplomacy to interact with donors, volunteers and stakeholders in a collegial, cooperative and respectful manner;
• Effective problem-solving skills;
• Attention to detail, confidentiality, strong organizational skills with the ability to manage a high volume of work with multiple demands;
• Ability to proactively anticipate the needs and plan for the team and self;
• Demonstrated flexibility and reliability;
• Ability to work well independently as well as in a team environment;
• Knowledge of and an aptitude for database software such as Raiser’s Edge NXT would be an asset.

Working Conditions:

• Work is performed in a typical office environment.
• Must be able to lift up to 30lbs occasionally.
• Local travel required for banking, events and meetings.
• Some weekend and evening work related to events.
• Proof of full COVID-19 vaccination and maintenance of the same is also a condition of employment. Accommodations will be made as required by the Ontario Human Rights Code.

Job Type: Fixed term contract
Contract length: 12 months

Salary: $48,282.00-$55,524.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person