Coordinator, Operations

1 week ago

Orillia, Ontario, Canada Orillia Soldiers' Memorial Hospital Full time

Company Biography


Orillia Soldiers' Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching.

Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.

People have always been OSMH's greatest strength. Our committed team has helped our community for over a century.

We offer an environment where each individual works interdependently towards common goals:
we value _Trust, Courage and Teamwork_. We are an organization where individuals' contributions are valued and there are many opportunities for personal growth and development.

Position Summary


Reporting to the President & CEO the Operations Coordinator & Board Liaison provides advanced administrative support across the Foundation while providing exceptional customer service.

The incumbent is the first line of contact for donors and volunteers visiting the Foundation to make donations and/or participate in Foundation activities.

The role also acts as office administrator working closely hospital facilities and IT, external vendors and partners while providing administrative support in areas of finance, donor relations and Board relations.


PRIMARY RESPONSIBILITIES:
Executive & Board Support

  • Acts as Executive Assistant to the President & CEO managing meetings with a variety of stakeholders.
  • Acquiring, tracking and updating all board information required for internal and external purposes, including banking and regulatory submissions
  • Support the Board and Board Committees by:
  • Arranging Board, Executive Committee, Finance & Audit, and Governance committee meetings
  • Preparing board packages, agendas and supporting reference material
  • Attending meetings, preparing and distributing meeting minutes, and tabulating and following up on action Items.
  • Assist with the annual board recruitment and board evaluation process.
  • Ensuring Board is informed about Foundation & Hospital activities and items of interest
  • Work closely with Hospital EA support team through shared Executive and Board related activities.
Finance & Office Administration

  • Provide general office administrative support greeting donors, answering calls, opening mail, entering/updating donor data as required, mailing tax receipts, arranging meetings, tracking office supplies and overseeing general Foundation office needs (ie repairs, IT)
  • Act as a liaison with the hospital for support in areas of community engagement, administration, IT, Finance and volunteer services.
  • Coordinate or complete donation pick up within community, assisting in collecting money from the coin collectors, tracking and issuing receipts
  • Set up and maintain pledges, recurring donations, direct deposit and automatic deduction donation payments in database and payment platform
  • Review and commit all cash/cheque donation batches and completing deposits
  • Process other donations as required, in coordination with Data & Finance Coordinator
  • Preparing gift acknowledgements, letters and other correspondence, including monthly giving or pledge confirmations with direct deposit/automatic deduction donation authorization, ensuring compliance with CRA and PCI regulations
  • Respond to donors' inquiries and requests regarding donations, process 5050 purchases
  • Track and deliver deposits to OSMH Finance dept
  • Back up for processing of all donations, reviewing and committing all donation batches, completing deposits, and issuing tax receipts
Performs other duties as may be assigned by the direct manager.

Qualifications

Education:

  • Recognized degree in administration or community college certificate in a relevant discipline required (equivalent education/experience will be considered)

Experience:

  • Minimum five (5) years' experience as an Administrative Assistant or Executive Assistant required
  • Related experience in health care or fundraising environment preferred

Competencies:

  • Demonstrated initiative and good judgment in problem solving, identifying opportunities, and decision making.
  • Demonstrated excellent communication skills in English, both written and verbal.
  • Demonstrated excellent computer literacy and knowledge of MS Office.
  • Demonstrated ability to organize, prioritize and multi task efficiently.
  • Demonstrated ability to maintain, project, protect, and develop the OSMH Foundation image in support of the Board, President & CEO and Foundation Team.
  • Demonstrated ability to perform well both independently and in a team environment.
  • Demonstrated proven administrative, analytical, and planning skills.
  • Demonstrated commitment to customer and quality service orientation.
  • Demonstrated commitment to adhere to confidentiality policies.

Other:

  • Demonstrates commitment to continued professional and personal growth and development through Continuin

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