Administrative Assistant, Donor Services

2 weeks ago

Vancouver, Canada British Columbia Children's Hospital Foundation Full time

**Administrative Assistant, Donor Services**
- Full-Time, Permanent
- 2324 - 12

**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**
- As the Administrative Assistant, Donor Services, you will be responsible for all activities related to the processing of gifts. You will also complete general administrative duties and contribute to the omnichannel experience by providing exceptional experiences for our donors at all touchpoints.
- More specifically, you will focus on:
**Monthly Gift Processing**
- Process all payments related to the monthly donor giving program, including transmitting pre-approved monthly payment data to the bank and uploading credit card transactions to our payment system.
- Responsible for updating the donors monthly gift system of record and associated payment system with any changes to their payment plan and pay method.

**One-Time Gift Processing**
- Receive cash, cheque, credit card and non-cash donations from various sources and process them in the Foundations database in accordance with policies and procedures.
- Verify instructions from Philanthropy colleagues regarding gift coding and update the Foundations database as needed.
- Enter donor information from various sources into the Foundations database.
- Responsible for entering gift details into batches, posting batches and merging transaction details into tax receipt templates for printing.
- Ensure tax receipts are produced in accordance with current policies and procedures and delivered within expected timelines.
- Assist with receiving and sorting incoming mail to the Foundation; prepare donation information received by mail for processing, which includes sorting and scanning mail into our systems.
- Prepare cash and cheques for delivery to the bank and process credit card payments while ensuring cash control is maintained for all sources of donations.

**Donor Experience**
- Respond to enquiries and complaints from donors through all channels related to donor details and donation processing within expected timelines.
- Make daily gratitude calls and outbound phone calls to verify donor information.
- Provide support at fundraising events with a focus on the securing, collection and tabulation of event proceeds.

**Office Administration Duties**
- Provide general administrative support to the Donor Services department as assigned.
- Support the Foundation by completing administrative duties or projects as assigned.

**What you bring**
***
- In addition, you also bring:

- Good knowledge of accounting principles and database management.
- Excellent interpersonal and communication (verbal and written) skills.
- Good knowledge of Microsoft Office Applications (Word, Excel, Outlook and PowerPoint).
- Good knowledge of Blackbaud Raiser’s Edge NXT or other database experience.
- Current knowledge of CRA, PCI, Privacy regulations and policy.
- Demonstrate effective organizational and time-management skills, including the ability to prioritize work and balance multiple projects and competing priorities.
- Ability to handle confidential/sensitive material with discretion including integrity with the information.
- Ability to exercise mature judgment and initiative, while working with little guidance and direction.
- Ability to work as a collaborative and communicative member of a team within a dynamic team setting.
- Results-driven with the ability to perform in a deadline driven environment.
- Ability to work outside of normal business hours on occasion, as needed.

**What you can expect**

This position is based in our office located in Vancouver, BC. As part of enabling the kind of culture and values that power the possible, we’re committed to creating a flexible workplace experience. We are currently piloting a fully hybrid work environment that allows individuals and teams to split their time between working remotely from home and in-office, with no defined minimum amount of time in-office. It’s a partnership grounded in trust, where working together, team leaders and members determine what activities require on-site presence and schedule time and commitments appropriately.
- Throughout the pandemic, BCCHF has committed to prioritizing the health and safety of our team members. As an organization who advocates for child health, we hav

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