Estates Program Administrator

2 months ago

Vancouver, Canada BC Children's Hospital Foundation Full time

**What we do**:
At BC Children’s Hospital Foundation, we’re on a quest to ensure every kid in the province receives the best health care imaginable. As a fundraising organization, we inspire communities and people to support BC Children’s Hospital, along with its world-class research institute, mental health facility and rehabilitation center.

Our work makes a profound difference. From helping get the boldest research ideas off the ground to supporting the most advanced equipment, together we are pushing the boundaries of what’s possible in children’s health care. This is no small task—which is why we’re looking for passionate people to join our team and help propel our work forward to **_power the possible_**.

**What you’ll do**:
Reporting to the Associate Director, Estates, and with guidance from the Estates & Bequest Stewardship Specialist, the Estates Program Administrator will support the estates team in managing a robust portfolio. This role is crucial in ensuring timely follow-ups and maintaining comprehensive documentation to sustain a vital revenue stream for the Foundation and the hospital.

The Estates Program Administrator will handle a variety of tasks, including drafting correspondence for the Associate Director at various stages of estate administration, managing internal documents, maintaining accurate digital files and physical records, and assisting with database entries and reports to ensure accuracy. Additionally, the role will oversee estate-related mail, ensure the creation of new estate files, and collaborate with other teams to provide timely materials for external stakeholders. The role may also support archival processes when needed.

More specifically, this role:

- Maintain the smooth flow of inbound estate mail, ensuring it is recorded, processed, and flagged for timely responses. Draft preliminary responses for the Associate Director and Specialist, noting the flow of revenue distributions and supporting fund code determinations.
- Provide support to the Specialist in processing distributions and liaise with gift processing team as directed. Assist in the process for determining specific Fund codes as needed. Provide the team with day-of alerts on notices when served.
- Draft and edit correspondence for the Associate Director, ensuring letters reflect the unique circumstances of each estate and administration stage and are checked for accuracy of facts. Ensure timely mailing and accurate digital updates.
- Manage the flow of internal paperwork for signatures and ensure all materials are scanned, digitally stored, and reflected in the database.
- Create and manage new estate files, maintaining an organized physical and digital filing system. Monitor notifications and facilitate initial response steps. Handle incoming calls and record detailed information for follow-up by the estates team.
- Ensure consistency between digital and paper records, proactively addressing discrepancies with the team. Conduct regular audits to maintain meticulous record-keeping and coordinate archiving for closed files in collaboration with Donor Services.

**What you bring**:

- Certificate, Diploma or post-secondary education in a relevant field (e.g., business, marketing, fundraising, administration)
- Minimum of two years’ experience in a similar role within detailed administrative environments (ex. legal, notarial, accounting, or banking).
- Proven ability to be organized, efficient, proactive, and a team player.
- Demonstrated capacity to quickly learn new processes and procedures within complex database systems, with the ability to follow instructions and anticipate next steps.
- Strong data entry skills with the ability to understand relational coding and work within complex database systems. Familiarity with Raiser’s Edge NXT is an asset.
- Excellent business-level verbal and written communication, with strong grammar, punctuation, and editing skills.
- Detail-oriented with a proven ability to self-check, proofread, and ensure accuracy in all tasks.
- Strong interpersonal skills, with a collaborative work style and ability to build positive relationships with colleagues and external contacts.
- Exceptional organizational and prioritization abilities, with sound judgment in identifying urgent matters and handling follow-ups.
- Ability to handle sensitive, confidential information with the highest level of discretion and professionalism.
- Embody our values - _Think Big, Step Up, and Lead with Heart._

**What you can expect**:
**This is a full-time temporary opportunity for 18 months.**

As part of enabling the kind of culture and values that power the possible, we’re committed to supporting our team members in their health, well-being, and career growth. We offer a robust total rewards package that includes a competitive base salary, additional variable pay, a defined benefit pension plan and top-notch health and dental benefits. You’ll also receive perks like a hybrid

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