We are Hiring: Administrative Coordinator

We strengthen our community by connecting the generosity of donors with the energy and ideas of people and charities addressing local community needs.

The Community Foundation for Kingston & Area (CFKA) is looking for an Administrative Coordinator to join our growing team.

CFKA is a public foundation with a mandate to connect the generosity of donors in the Kingston region with local charities addressing community needs. Our endowment fund model allows us to invest in the community in perpetuity across the following funding priorities: Arts & Culture, Children’s Mental Health, Community Development, Education & Literacy, Environment, Health & Social Services, Heritage Preservation, Recreation, and Youth. With over $31.1 million in funds held in trust, the Foundation has granted over $14 million to date to over 360 charities. Our competitive Community Grants Program has funded hundreds of local projects that have resulted in meaningful and lasting impact, both small and large, in our community. Meet the CFKA team.

Reporting to the Manager, Finance & Operations, and working closely with the Executive Director and staff team, this role is responsible for supporting gift processing, database management, donor relations and stewardship, event management, and administrative support to the operations of the Foundation.

WHO WE ARE LOOKING FOR:

This full-time position performs a wide range of professional operational tasks under tight deadlines requiring a high level of accuracy, confidentiality, and discretion. The ideal candidate for this role has a strong donor database background and a strong donor services track record. You will need to have the ability to think critically, collaborate with others, and be process oriented. If you have a demonstrated commitment to service excellence within the charitable or non-profit sectors, exceptional attention to detail, & excellent analytical and problem-solving skills coupled with a desire to make a difference in the community through your work, this might be a great fit for you.

MAJOR RESPONSIBILITIES:

OPERATIONAL SUPPORT (60%)

• Donation Support: Maintains a high level of customer service with donors and members, as a primary point of contact for donors, members, and community members.
• Handles donor inquiries, including receiving calls/emails, updating giving methods, and providing information about the Foundation and its services;
• Processes online and offline donations: importing data, running queries/reports as may be required including gift processing, acknowledgment letters, and tax receipts;
• Database Support: Manages confidential and sensitive information affecting operations, external relations, assets, and organizational resources. Maintains the filing system (paper & digital) and supports database management activities including validating data entry and managing data hygiene control.
• Event Support: Provide event logistical support including ticket tracking, creation of event materials, etc.
• Bookkeeping Support: Support day-to-day bookkeeping tasks such as recording transactions, managing accounts payable, and assisting with reconciling bank statements. Prepare and process bank deposits. Assist with the preparation of financial reports.
• Any other tasks that may be defined by the Manager, Finance & Operations and confirmed with the Employee.

MARKETING & COMMUNICATION SUPPORT (25%)

• Provides logistical support for the marketing and communications plan (e.g. social media, website updates, newsletters, etc.) for the Foundation including ensuring the annual communications calendar is executed.
• Provides communications and public relations support by working closely with the Executive Director and staff to deliver public awareness campaigns, advertising, media relations, and community engagement in digital and print communication formats;

BOARD LIAISON SUPPORT (15%)

• Supports the Executive Director with agenda and meeting minute management, presentation of reports, and tracks motions and work activities, which includes:

• Overseeing the planning and logistics of board/committee meetings including scheduling, overseeing version controls of agendas and meeting minutes, and tracking follow-up action items.
• Developing agendas and preparing meeting packages in consultation with committee chairs and Executive Director and compiling and distributing all meeting materials.
• Taking and preparing formal minutes (for the Board and several committees)
• Ensuring proper filing of all meeting agendas, minutes, and reports, in accordance with the Foundation’s operating procedures and in accordance with its Document Retention Policy.

THE IDEAL CANDIDATE WILL HAVE:

• Demonstrated experience working in the not-for-profit sector (non-profit governance, board support and committee engagement). Knowledge of Kingston area charities is an asset.
• Demonstrated experience and proficiency with donor CRM databases (e.g. Blackbaud RE, CSuite, DonorPerfect, etc), and familiarity using a moves management approach within databases.
• Proficient with MS Office Suite, notably intermediate to advanced level Excel, and other software programs such as Canva.
• Strong verbal and written communication skills; excellent interpersonal skills.
• Demonstrated ability to work with diverse groups of people (community members, volunteers, donors).
• Ability to focus and accurately complete both complex and repetitive tasks.
• High degree of professionalism and confidentiality.
• Solid organizational skills, exceptional attention to detail, and proven ability to produce high-quality reports and documents.
• Initiative, collaborative team approach, and effective problem-solving skills.
• Completion of one post-secondary degree, diploma, or equivalent experience.
• Internationally trained professionals and/or applicants with equivalent international experience are welcome to apply.

Hours of Work: 37.5 hours per week. Generally, the hours of work are 8:30 am to 4:30 pm, some evening hours will be required for Board and some committee meetings. This is a full-time administrative position.

Annual Salary Range: $48,000 – $61,000, commensurate on experience and education. Compensation includes group insurance benefits plan (Health, AD&D and Life) available after the probationary period. Parking is available as a taxable benefit. Ongoing professional development opportunities are available.

Recruitment Process

Our hiring process for qualified candidates generally includes:

• Initial screening of applicants
• Interview with Manager, Finance & Operations and Executive Director
• Written assignment
• Final Interview (if required)
• Reference Check (3 references)

 Vaccination Policy

Please be advised that the Community Foundation for Kingston & Area has a vaccination policy in place, and all employees are required to provide proof of COVID-19 vaccination status or a relevant exemption from a qualified healthcare practitioner.

 HOW TO APPLY

Interested candidates should submit their cover letter and resume to careers@cfka.org by 11:59 PM on January 23, 2024. Save your document in .PDF, .doc, .docx format using Last Name, First Name as your naming convention.

 The Community Foundation for Kingston & Area is a signatory to the Kingston Workplace Inclusion Charter and is committed to fostering a positive, inclusive, and equitable workforce reflecting the community we serve, and we encourage members of the designated equity-deserving groups from all diverse backgrounds to apply and self-identify. Please inform us of any accommodations we need to make to ensure a barrier-free recruitment experience for you. Contact us at 613.546.9696 Ext 103 or careers@cfka.org