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Administrative & Programs Coordinator - Children's

5 months ago

Ottawa, Canada Children's Aid Society of Ottawa Full time

**General Information on the Position**

**Administrative & Programs Coordinator**

**(Permanent Full Time - 37.5hrs/week)**

**ABOUT THE FOUNDATION**
The Children’s Aid Foundation of Ottawa (CAFO) is a charitable organization that fundraises on behalf of The Children’s Aid Society of Ottawa (CASO). CAFO is dedicated to advancing the mission of empowering children, youth, and families involved with CASO to create their own success and become resilient and thriving members of our community. We are a small and dynamic team devoted to exceptional donor stewardship.
-As a member of the CAFO team, the Administrative & Programs Coordinator is essential to the success of the organization’s day-to-day operations. This position reports directly to Executive Director.

**ROLE & RESPONSIBLITIES**
Operations/Administration/Finance (30%)
Responsible for monthly financial reconciliation with bookkeeper
- Process all accounts payable, accounts receivable
- Disburse funds (e-transfers, gift cards) for program requests
- Responsible for compiling documentation for annual financial audit with Executive Director
- Issue charitable tax receipts for monetary and in-kind donations
- Manage donor database (responsible for all input and output of data, pulling reports for donor statistics, event data, general maintenance, and clean-up to ensure accuracy)
- Support CAFO staff with other fundraising activities (i.e. third party events, grant reports, marketing and communications initiatives, etc.)
- Assist with donor relations as needed (updating credit cards, writing thank you cards and acknowledgement letters, etc.)
- Other administrative duties as required
Program Coordination and Tracking (40%)
Receive and process funding requests from social workers
- Track expenses as they relate to program budgets
- Track impact stories and feedback to share with funders, donors, and for external communications/marketing
- Prepare and deliver program reports (including updating quarterly statistics) for senior leadership/board members and funders
Fundraising Events/Donor Stewardship (30%)
Assist with planning and implementation of three annual fundraising events
- Issue tax receipts, compile participant lists in database
- Assist with event-related donor stewardship (thank you cards, post-event feedback survey, etc.)

**QUALIFICATIONS**
- Completion of a post-secondary degree or diploma in a related field
- Minimum of 2-3 years of experience in an administrative or operations role. Experience in a fundraising environment is an asset
- Strong interpersonal, engagement, and communication skills
- Ability to balance multiple priorities to complete deliverables and tactics on time in a fast paced, deadline-oriented environment
- Self-driven, takes initiative, and ability to work independently and collaboratively in a team setting
- Exceptional attention to detail skills
- Experience tracking and reporting information for various audiences (ex: boards/committees, external stakeholders, donors/supporters)
- Proficiency in Microsoft Office Suite (specifically Word, Excel, Outlook, SharePoint, Teams)
- Knowledge of and experience using CRMs (Bloomerang and QuickBooks Online are considered assets)
- Full professional proficiency in spoken and written skills in English is required with proficiency in French considered an asset

**WORKPLACE ENVIRONMENT**
- Values collaboration, creativity and trying new initiatives/ideas
- Hybrid model of work from home and in the office
- Flexibility to work outside of regular business hours for annual fundraising events

**WHAT WE OFFER**
- Salary Range: $45,000 - $55,000 (plus 5% in lieu of benefits or as a healthcare spending account)
- Starting at 15 paid vacation days annually
- 8 paid sick days annually
- Additional paid days off between Christmas and New Year’s

**APPLICATION PROCESS**
- We thank all applicants for their interest. Only those selected for an interview will be contacted.