Reception & Administrative Assistant

6 months ago

Toronto, Canada Sinai Health System Foundation Full time

Sinai Health Foundation raises and stewards funds to support Sinai Health. Sinai Health is Canada’s leading integrated health system and comprises Circle of Care; Hennick Bridgepoint Hospital; Lunenfeld-Tanenbaum Research Institute; and Mount Sinai Hospital, Joseph & Wolf Lebovic Health Complex. The generous support of our community fuels everything we do from seamless care to scientific discovery.

People are excited to come to work every day at Sinai Health Foundation. As a **world-class institution**, we have a unique and rich personality. We are driven to make a positive impact for patients, their families and society.

We love the clash of ideas that lead to better solutions. **Innovation **is encouraged. **Collaboration** will allow us to push forward.

We recognize that the pace of change continues to accelerate and understand **flexibility** is vital. We take our work seriously and have a lot of fun doing it

We have built a **community **at Sinai Health Foundation. We embrace and celebrate differences, and have great respect for each other and our strengths, perspectives, opinions and lifestyles.

We have high expectations of each other, but even higher expectations of ourselves. We adapt to rules and processes; we hold each other and ourselves **accountable.**

We do all that we can do **and then we find a way to do a little bit more.** We embody creativity, imagination and a fierce determination to make the world a better place.

We are looking for a highly motivated and experienced professional to become part of our team and contribute to the success of our plans. The Foundation is seeking a self-motivated and proactive individual with exceptional interpersonal and communication skills to fill the full-time role of Reception & Administrative Assistant.

Reporting to the Senior Manager, Segment Marketing, the Reception & Administrative Assistant position will be the first point of contact for donors, volunteers, staff and visitors to the Sinai Health Foundation and will be responsible for the main reception duties.

**This role is entirely in-office, with no opportunity for remote work. The hours are 9 a.m. to 5 p.m., Monday through Friday.**

**Responsibilities include but are not limited to**:
***
**Reception duties**:

- Act as the first point of contact for donors, volunteers, staff and visitors
- Capture, record and process donations received by phone or in-person
- Create, update and maintain accurate donor records in Raiser’s Edge database; appeal code verification as required.

**General administrative duties including**:

- Ensure timely distribution of materials and documents both internally and externally, including sorting mail and faxes
- Responsible for inventory management of Integrated Marketing stationery supplies, reordering when required
- Ensure correct coding of campaign donations received by mail, or third-party donor advised (Canada Helps, UJA, Benevity, etc.) including appeal codes, package codes, and Fund ID’s
- Complete Gift Processing and Gift Change forms as required
- Ownership of the Tribute Card process, including executive cards - generating cards, proofreading messages and getting them in the mail promptly
- Manage the tracking and fulfillment process for Labour of Love, Love Locks and for Grateful Hearts donations; identifying donors with compelling stories to share via organic social by passing donor information on to Foundation social media lead
- Calling donors as required, to obtain their updated payment information, to thank them for their support
- Generate and mail pre-formatted donor thank-you and welcome letters, tax receipts and invoicing
- Perform research to ensure accurate information is entered into the database. This may include web searching for obituaries, phone numbers and new addresses as well as communication with donors
- Update donor information in Raiser’s Edge, mailing address, do no contacts, returned/bad mail, verify receipting and respond to donor inquiries
- Ownership of Payday Payout: ensuring all tickets are printed and draws are executed on time, verifying eligibility of all winners, ensuring winners receive their prize money, ensuring revenue is uploaded to Raiser’s Edge, responsible for submission of license materials, ensuring the website is updated as required with licensing and winners’ information
- Other duties as assigned.

**Job requirements**:

- Successful completion of an undergraduate degree or diploma from an accredited educational institution. Proven equivalent and recent related education, training and experience may be considered
- Minimum of one (1) year of related experience preferably within a large dynamic not-for-profit environment (exposure to a fundraising environment an asset)
- Effective verbal and written communication skills and ability to communicate in a tactful and professional manner
- Working knowledge of Raiser’s Edge or similar relational database an asset
- Demonstrated organization

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