Database Administrator

3 months ago

Bowmanville, Canada Bowmanville Hospital Foundation Full time

**Purpose**:
To perform a broad range of clerical and administrative functions for the Foundation including first point of contact for donors and other visitors to the office.

**Essential Duties of Position**:
**Provides day-to-day administrative support by**:

- Effectively and professionally greeting and communicating with all visitors to the office and developing positive working relationships with volunteers and donors;
- Maintain an accurate filing system, creating files and records, and updating files and records as needed;
- Ensuring distribution/handling of all incoming/out-going mail, recording cheques and invoices received as well as pledge reminders to donors;
- Coordinate logistics for events, meetings, and fundraisers, including venue booking, catering arrangements, and participant registration;
- Working with Executive Coordinator to provide notice of meetings, distributing minutes and Board materials in a timely manner to Directors and Committee volunteer
- Proactively conducting calendar reviews for the coming month(s) to ensure effective use of staff time, a level of preparedness and balance of time with staff;
- Assisting in the management of the CEO’s calendar and prioritizing daily/weekly tasks

**Data Management**
- Maintain accurate and up-to-date databases (Blackbaud Raiser’s Edge) including donor information, fundraising activities, and financial records;
- Ensure data integrity through regular audits, updates, and verification procedures;
- Generate reports and analyze data to provide insights for strategic decision-making;
**Financial Reconciliation**
- Maintaining budget records, monthly reconciliation of financial reports and credit card statements in an up to date and accurate fashion;
- Verifying expenses and receipts for accuracy, paying invoices in a timely manner;
- Providing financial reports and summaries as requested;
- Submitting expenditures for approval, completing budget transfers and verifying compliance with the Foundation's policy and procedures;
**Support Fundraising Activities**
- Assist in coordinating fundraising campaigns, including donor outreach, solicitation, and acknowledgement;
- Collaborate with team members to develop marketing materials and promotional strategies for fundraising events;
**Communication and Collaboration**
- Liaise with internal stakeholders, including hospital staff, board members, and volunteers, to coordinate activities and gather information.
- Collaborate with external partners, such as vendors and service providers, to facilitate smooth operations.

**Continuous Improvement**:

- Ensuring excellent communication and interpersonal skills with donors, Board members, and staff at all times.
- Identify areas for process improvement and efficiency enhancement within administrative workflows.
- Propose and implement solutions to streamline operations and enhance productivity

**Other Duties**:

- Assisting with special projects, events and other office functions;
- Using safe work practices at all times and reporting building, equipment problems etc. to manager on a timely basis.
- As assigned.

**Qualifications Required to Perform at Full Working Level**:

- Completion of a related post-secondary program, or equivalent combination of education and experience;
- Demonstrated related experience in a similar role;
- Proficiency in the use of Microsoft Office (Word, Excel, Outlook and PowerPoint);
- Excellent judgement and discretion to deal with confidential and sensitive information and matters;
- Excellent interpersonal and communication skills with a high level of integrity and diplomacy to interact with donors, volunteers and stakeholders in a collegial, cooperative and respectful manner;
- Effective problem-solving skills;
- Attention to detail, confidentiality, strong organizational skills with the ability to manage a high volume of work with multiple demands;
- Ability to proactively anticipate the needs and plan for the team and self;
- Demonstrated flexibility and reliability;
- Ability to work well independently as well as in a team environment;
- Knowledge of and an aptitude for database software such as Raiser’s Edge NXT would be an asset.

**Working Conditions**:

- Work is performed in a typical office environment.
- Must be able to lift up to 30lbs occasionally.
- Local travel required for banking, events and meetings.
- Some weekend and evening work related to events.
- Proof of full COVID-19 vaccination and maintenance of the same is also a condition of employment. Accommodations will be made as required by the Ontario Human Rights Code.

**Job Type**: Fixed term contract
Contract length: 12 months

**Salary**: $48,282.00-$55,524.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Schedule:

- Monday to Friday

Work Location: In person

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