Development and Administration Assistant
Reporting to: Associate Director, Development (Development Responsibilities)
Senior Administrative Assistant (Reception/Admin Responsibilities)
Job status: Part-time – 3 days (22.5 hours) a week
Canuck Place Children’s Hospice (CPCH) is British Columbia’s recognized pediatric palliative care provider. For over two decades, through the many programs and services we provide, we have made a significant difference in the lives of children with life-threatening illnesses and the families who love them. Be part of a talented and innovative team that takes pride in supporting and providing the highest quality pediatric palliative care.
HERE’S WHY IT’S SO GREAT TO WORK WITH US. Aside from being surrounded by a friendly, inclusive, dedicated team, Canuck Place offers employees up to 20 days’ vacation (pro-rated to their full-time equivalency), an 100% employer-paid benefits package, a Health Spending account that provides up to $500 annually to provide additional coverage for health and wellness activities/services, weekly onsite massage therapy, informative lunch n’ learns, as well as various learning opportunities. Later this year, Canuck Place Children’s Hospice will be introducing the Municipal Pension Plan (MPP) to staff. Canuck Place Children’s Hospice also has a ‘Care For the Caregiver’ committee who provides ongoing, creative activities to connect us with one another as a reminder that it’s ‘this’ moment that really counts.
The Administrative and Development Assistant will be based on reception at Dave Lede House at our Abbotsford location. As such this role is the first point of contact for any individual, ensuring that they feel comfortable, safe and cared for regardless of the reason for their visit. A high degree of professionalism, compassion and ability to act as a positive ambassador for the organization is crucial. This role will provide reception coverage, general administrative duties for the site and administrative support to the Corporate and Community Development team.
In conjunction with the Senior Administrative Assistant, develops office processes and procedures for DLH that align with organizational needs and priorities/
- Provides a variety of administrative support duties to the Development team and other teams, as assigned.
- Researches information about prospects and prepares briefing notes and solicitation material.
- Supports stewardship of donors through, materials, social media requests, and customized recognition.
- Prepares information kits for donor or volunteer meetings.
- Supports the Cookie Day, Kids for Kids and School programs.
- Monitors and supports Facebook fundraisers.
- Monitors local media for Canuck Place and community information.
- Prepares thank you letters, tax receipts and general correspondence based on templates.
- Documents activity in the Raiser’s Edge database, ensuring data is entered according to established policies and procedures. Ensures the confidentiality of donor and other fundraising information.
- Receives and processes all mail-in gifts including cheques, cash and credit card donations from individual and corporate donors and processes them according to CPCH finance requirements. .
- Assists with internal and external events, as required including sending out reminders.
- Assumes other related responsibilities, such as donor thank you calls and card preparation, as assigned.
- Acts as the first point of contact for any visitor to the Abbotsford. Recognizes the importance of this role in ensuring a positive experience for all individuals to the hospice such as staff, volunteers, children, families, donors and vendors.
- Assists children and families visiting the hospice for inpatient and outpatient services.
- Assist with building and parking access for all visitors as required and notifies the appropriate members of staff of their arrival.
- Responds to visitors, vendors and incoming telephone inquiries and directs calls to appropriate individuals.
- Ensures coverage at reception and communicates and works collaboratively with Volunteer Services regarding volunteer absences and additional volunteer assistance.
- In collaboration with the Volunteer Services Coordinator, provides tasks and direction to reception volunteers on current projects.
- Processes outgoing and incoming mail and maintains the postage meter.
- Prepares for internal and external meetings/tours by booking meeting rooms, ordering catering and preparing and distributing agenda’s and relevant documents.
- Assists with room set up including ensuring presentations are ready to go.
- Monitors office supply levels for all departments/staff, orders and distributes and organizes office supply cupboards.
- Maintains up to date mail folders; ensuring one for new staff and removing folders of staff who have left.
EDUCATION AND EXPERIENCE
- The incumbent will possess a high school diploma, supplemented with business administration courses and a minimum of 2 years relevant administration experience; or an equivalent combination of education, training and experience.
- Experience in a similar non-profit environment and knowledge of fundraising practices is an asset.
- Experience working in an environment with children and families is preferred.
- Well versed in Microsoft Office Suite including MS Word, Excel, PowerPoint, and Outlook.
- Experience with Raiser’s Edge or similar fundraising database is an asset.
What you bring to the role:
- Ability to exercise a high level of judgment, tact and discretion in both internal and external interactions.
- Excellent verbal and written English communication skills. Additional languages are an asset.
- Demonstrated ability to work efficiently in a fast-paced, diverse and emotionally sensitive environment.
- Calm, pleasant demeanor, particularly in the face of distractions and stressful situations.
- Strong knowledge of office practices and procedures and business correspondence.
- Demonstrated ability to handle fluctuating priorities and timelines.
- Demonstrated ability to respond to multiple enquiries and requests for information in a timely manner.
- Ability to build and sustain effective working relationships and interact with individuals at all levels, including staff, volunteers, children and families, donors and stakeholders in a professional and respectful manner.
- Well rounded administrative skills demonstrated through supporting a diverse team.
- Excellent organizational and time management skills including the ability to meet assigned objectives by adapting and modifying the sequence of work, methods and standards to meet changing conditions and support multiple team members.
- Sound knowledge of grammar and the ability to compose clear and concise correspondence and reports.
- An established reputation for contributing to a positive work environment with professionalism and a ‘can-do’ attitude.
- Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team.
- Demonstrated analytical and problem solving skills.
- High level of accuracy and attention to detail.
- Effective verbal and written English communication skills.
- Well versed in MS Office (Outlook, Word, Excel), good data entry and typing skills.
- High level of accuracy, coupled with a keen eye for detail.
Note: Flexibility is necessary, as this position may require occasional weekend and evening work and travel within and outside the Lower Mainland.
Canuck Place Children’s Hospice hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, persons with disabilities, people of all sexual orientations and genders, and others with the skills and knowledge to productively engage with diverse communities.