Administrative & Communications Coordinator
2 weeks ago
The Community Foundation for Kingston & Area (CFKA) is looking for an **Administrative & Communications Coordinator** to join our growing team. This is a full-time position located in the CFKA office near the harbour in beautiful downtown Kingston.
CFKA is a local 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: of Arts & Culture, Children’s Mental Health, Community Development, Education & Literacy, Environment, Health & Social Services, Heritage Preservation, Recreation, and Youth. With over $33.5 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.
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, and key communications and administrative support.
**WHO WE ARE LOOKING FOR**:
**MAJOR RESPONSIBILITIES**:
ADMINISTRATIVE DUTIES
- Maintains a high level of customer service with donors and members, as a primary point-of-contact for donors, members, and community members.
- Processes online and offline donations; importing data, running queries and reports as may be required; including gift processing and batching, acknowledgement letters, fund reports, tax receipts, other stewardship reports, and e-blast/social media postings;
- Maintains appropriate record-keeping within donor/member database and the organization’s shared drives and uses data to generate trend reports and intelligence to drive retention measures.
- Supports the implementation of short
- and long-term fund development strategies for the organization; including coordinating various fundraising mass and targeted appeals as assigned;
- Conducts research, analysis and prepares regular timely reports and statistical information that supports the overall philanthropic strategies.
- Supports the Executive Director’s Board liaison including agenda and meeting minute management, presentation of reports, and tracks motions and work activities, which includes:
- scheduling meetings and tracking attendance.
- developing agendas and preparing meeting packages in consultation with committee chairs and Executive Director and compiling and distributing all meeting materials.
- preparing formal minutes (for Board and several committees of the board) and assisting with the preparation of meeting notes for operational committees, as requested.
- overseeing version control of agendas and minutes, ensuring only final copies are retained and approved copies of minutes are signed (as required).
- 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.
- tracking follow-up action items
- assisting with execution of projects as requested.
- Manages confidential and sensitive information affecting operations, external relations, assets and organizational resources.
COMMUNICATIONS DUTIES
- Manages the marketing and communications plan for the Foundation; including ensuring the annual communications calendar is executed, including social media, website updates; e-newsletters, printed promotional materials, and other media relations engagement.
- Supports the Grants Officer with the development of strong communications pieces, both print and digital, that demonstrate the impact of our various grants programs and of our donors.
- Supports the Donor Services Officer with coordinating all donor communications, reporting, and recognition activities, including events (both virtual and in-person).
- Provides communications and public relations support by working closely with the Executive Director and staff and to deliver public awareness campaigns, advertising, media relations and community engagement in digital and print communication formats
**Qualifications**:
**THE IDEAL CANDIDATE WILL HAVE**:
- Demonstrated experience working in the not-for-profit sector (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.
- Strong verbal and written communication skills; excellent interpersonal skills.
- Demonstrated ability to work with diverse groups of people (community members, volunteers, donors).
- Proficient with MS Office Suite, notably intermediate to advanced level Excel, and Canva.
- High degree of professionalism, accuracy, and confidentiality.
- Solid organization
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