Donor Services and Administrative Coordinator

Position Overview:
The BCSS Donor Services and Administrative Coordinator is a key fund development role within BCSS, contributing significantly to the growth and sustainability of the development portfolio. This role is responsible for donor relations, administration of the donor database, reporting, flawless documentation of charitable intent and interaction with donors, while acting as the guardian for adherence to policies that affect donors and the donor database. The Donor Services and Administrative Coordinator will also provide a wide range of administrative support and coordination to the BCSS Leadership Team, performing a variety of clerical work and office duties. This position reports to the Director of Development.

This is a hybrid full-time position with the expectation of one-two workdays per week in the Vancouver provincial office, attendance at virtual and in-person staff meetings and other administrative related tasks. Attendance at the Donor Appreciation Event and other annual BCSS events is also required (2-3 per year).

RESPONSIBILITIES:
DONOR SERVICES (50%)
- Acts as the society’s DonorPerfect database administrator entering all donations, gift information, and donor information
- Maintains detailed records of all donations, pledges, donor contact information, donor interactions, donor attributes, recognition and communication preferences
- Generates charitable tax receipts and/or business receipts required per BCSS policies and procedures while adhering to Canada Revenue Agency guidelines
- Generates consolidated tax receipts for monthly donors
- Performs regular database maintenance, including system backups and duplicate management
- Produces reports, donor lists, or other data generated from the database
- Creates online donation templates and processes online donations
- Responds to donor inquires in a timely and friendly manner. May work directly with donors as part of relationship management
- Assists with creating and distributing donor relations and stewardship communication pieces, such as new donor welcomes, and impact reports
- Assists in building a culture of gratitude by stewarding donors according to the society’s stewardship plan
- Assists with fundraising appeals and monthly donation renewals
- Responds to inquiries about third-party fundraisers
- Assists with monthly financial reconciliation and annual audit
- Prepares and completes bank deposits
- Performs related duties, such as word processing, maintaining donation record filing systems, faxing, scanning, and photocopying
- Assists with and attends the Donor Appreciation Event
- Any other duties as assigned by the Director of Development

ADMINSTRATIVE SUPPORT (50%)
- Performs workplace tasks such as handling the mail, scanning and sending documents to staff, filing and office organization and office and storage room cleanup
- Sources, purchases and keeps an inventory of office equipment and supplies
- Assists with booking meetings, calendar invitations, preparing meeting agendas, taking BCSS Board, policy committee and staff meeting minutes
- Assists with scheduling meetings with government staff/ministers etc.
- Updates the organization chart and staff directory
- Prepares and completes bank deposits
- Arranges the holiday card mailing in December
- Organizes the database of files ensuring proper file management in Teams and Sharepoint.
- Provides file management support to staff(ie locating things in Teams, SharePoint, uploading Zoom and Teams recordings)
- Assists with BCSS materials for the regional teams including surveying regional managers to determine what BCSS materials they have and what booklets, documents etc. they need.
- Manages the material order form/BCSS swag system including maintenance, updating inventory and maintaining forms in JotForm
- Fulfills BCSS staff swag orders including physically fulfilling material orders from the regions and sending them out
- Orders BCSS branded items such and lapel name tags, clothing, business cards
- Orders flowers, baskets/gifts when needed
- Gathers event supplies and materials
- Gathers BCSS swag and promotional materials for events in coordination with the Community Engagement Manager
- Attends and provides support at events
- Creates name tags for events - board members and staff team
- Orders catering where needed for staff events and meetings
- Assists with other projects that may arise(ie distribution and setup of new cells phone for all staff)
- Any other duties as assigned

EDUCATION AND EXPERIENCE:

- Post-secondary education in a related field
- 2-5 years of fundraising experience in a not-for-profit setting
- Demonstrated experience in an administrative support capacity in an office environment
- Experience with donor CRM platforms (preferably DonorPerfect) and/or have the ability to become adept at using the DonorPerfect donor and membership management system
- A passion for community involvement and philanthropy
- Strong listening, interpersonal