Posted On: 2017-05-05
Closing On: 2017-06-05
Location: Toronto, ON
Effective: As soon as possible
Website: http://www.ooch.org
Employment Type: Full-Time

Job Description

Overall Purpose

The Supervisor, Donations & Database is accountable for the database and donation processing functions in the Toronto office in support of Camp Oochigeas’ mission to provide kids with cancer and kids affected by childhood cancer with a unique opportunity for growth through challenging, fun, enriching and magical experiences.  In addition, the role is accountable for providing administrative support to the Finance & Corporate Services department that includes ensuring accurate entry and processing of donations and providing guidance and support to data entry staff in all departments.

Reports to: Manager, IT and Administration

Specific Accountabilities

Overseeing of Donation Processing (40%)

  • Oversee the activities of data entry staff to ensure all donations are deposited, entered and acknowledged

  • Assist bookkeeper with monthly reconciliation to troubleshoot and resolve discrepancies

  • Process refunds and gift adjustments

  • Process incoming donations for 3rd party events, Gift in Kind, and Shares

  • Keep track of status of community events and follow up to ensure all money is collected, final accounting approved, tax receipts issued

  • Ensure final accounting information is summarized and approved by Director, Finance & Corporate Services; review final accounting for accuracy and completeness; flag any questions to be reviewed by Director, Finance & Corporate Services

  • Work with Director of Finance & Corporate Services and Development Team to reconcile accounting of third party events

  • Oversee all the administration/processing of all site rental invoices, pledges and monthly donations

  • Administer Raiser’s Edge imports: ECHOage (monthly), Sporting Life (annual)

  • Assist in donation entry activities during peak periods

  • Perform necessary weekly bank deposits for all incoming revenue

Database Administration & Training (40%)

  • Facilitate Raiser’s Edge training for all staff members

  • Provide ongoing guidance and support to data entry staff in all departments

  • Lead the Database Taskforce team meetings and provide ideas and guidance for continually improving departmental functions

  • Oversee all database maintenance functions including merging duplicates, update donor acknowledgement letters and database clean up

  • Maintain and update documentation on how to use the Raiser’s Edge

Reception and Office Administration (10%)

  • Schedule coverage for reception

  • Act as back up to Reception

  • Oversee daily running of the Toronto office facilities including postage, courier, office supplies and photocopier services

  • Act as back up for office telephony messaging system and processes

  • Act as back up for security access including FOB administration and door scheduling

  • Other administrative duties as required

Donor Relations (10%)

  • Keeping the appropriate departments aware, ensure timely and appropriate communication with donors regarding receipting, online fundraising and acknowledgements

  • Respond promptly and professionally to all donor questions and requests or refer to Development Department as appropriate

Ethics

Help ensure that the integrity, image and quality of all programs are consistent with Camp Oochigeas’ mission, operating principles and objectives and adhere to the code of ethics of Imagine Canada, the Canadian Code for Volunteer Involvement and the Code of Ethics of the Association of Fundraising Professionals

Key Relationships

  • Reports to Manager, IT & Administration

  • Works closely and co-operatively with all staff in the organization and in particular with the Bookkeeper, Director, Finance & Corporate Services, and the Development Team with respect to Donor Relations

  • Works collaboratively with donors on receipting and acknowledgement matters.

Experience and Qualifications

Required Criteria

  • Excellent proficiency in Excel and Word

  • Knowledge of donation and receipting processing and CRA regulations

  • Data Entry and Database Management experience (preferably Raiser’s Edge)

  • Demonstrated commitment to exceptional customer service and a pleasant phone manner

  • Demonstrated ability to keyboard high-volume data quickly and accurately

  • Excellent English written and verbal skills

  • Office coordination skills

  • Current driver’s license

  • Current police reference check

Advantageous Criteria

  • Post-Secondary education is an asset

  • Knowledge of accounting practices

  • An understanding of the power of camp

  • Demonstrated commitment to volunteerism or volunteer sector

Personal/Professional Characteristics

Enthusiastic, accurate, detail oriented, service oriented, excellent time-management and organizational skills, flexible, diplomatic, discreet, able to work in a small office environment, excellent oral and written communication, able to meet deadlines and work well under stress, analytical, sense of fiscal responsibility.

Particular Working Conditions

  • The position involves some evening and weekend commitments.

  • In consideration of the population Camp Oochigeas serves, the Supervisor, Donations & Database is a non-smoker.

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. The job is performed in a generally hazard free environment and in a clean atmosphere.

The minimum physical requirements for this position include:

  • Able to operate a personal computer

  • Able to concentrate for long periods of time while maintaining accuracy

  • Able to lift up to 30lbs

Equal Employment Opportunity

Camp Oochigeas invites applications from all qualified individuals. Camp Oochigeas is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

Accessibility

Camp Oochigeas provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Accommodation will be provided, on request, to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages.

To Apply

Please send us a cover letter and resume by fax, mail, or e-mail addressed to the attention of:

Supervisor, Donations & Database Hiring Committee

Camp Oochigeas

464 Bathurst St.

Toronto, ON 

M5T 2S6

Fax: 416 961 2267 

Email: hr@ooch.org

No phone calls please.

Position will remain open until filled. Only applicants selected for an interview will be contacted. 

AFP Membership is an asset.

For more information about Camp Oochigeas, please visit www.ooch.org