Posted On: 2018-03-23
Closing On: 2018-04-16
Location: Hamilton, ON
Employment Type: Full-Time

Job Description

Location: Hamilton
Employment Type:  Full Time – (Will consider negotiating shorter work week and/or reduced hours, for the right candidate.)
Effective: Immediately
Application Deadline: April 16, 2018 - Interviews will be held on a rolling basis, please apply ASAP if interested
Salary:  35K-40K
Hours: Monday – Friday, 9am to 5pm, with occasional weekends and evenings as necessary for Board meetings and events.

Position Statement (Summary of Purpose):

The Fundraising & Administrative Coordinator plays an important role by providing administrative support to the Development Office and participating in all fundraising activities including donor and public relations, annual fundraising programs, grant writing, major and planned giving, and special events.

The Fundraising & Administrative Coordinator reports directly to the Executive Director of the Shalom Village Charitable Foundation. The role will also be matrix managed by the Director Communications & Engagement.

Job Specific Accountability:  Support to the Foundation

Duties/Tasks related to this accountability:

  • Manage all incoming donations (mail, online, visitor, phone calls, etc.) from every source of fundraising (events, appeals, direct mail, memorials, holidays, etc).
  • Assume responsibility for specific annual fundraising programs. (i.e. tribute cards, monthly giving etc.)
  • Manage the Constituent Relationship Management database (Sumac), as well as the online fundraising platform (Cause2Give), including queries, financial transactions and communications with donors.
  • Balance daily cash receipts journal, prepare deposits.
  • Issue receipts, invoices and acknowledgement letters etc. in a timely manner as per Foundation standards.
  • Performing administrative tasks (answering the phone, photocopying, mailing, filing, word processing, spreadsheets, internet).
  • Plan, organize and co-ordinate functions and special events.
  • Prepare, proofread and/or edit internal and external letters, faxes, memos and mass emails.
  • Builds relationships with internal and external individuals and groups on behalf of the Foundation.
  • Organize meetings involving board members, staff and donors (i.e. creating charts, printing, meeting invites, preparing. proposals, reports etc.)

Job Specific Accountability: Customer Service and Donor Relations

Duties/Tasks related to this accountability:

  • Administer and facilitate Donor/Resident/Family Satisfaction surveys.
  • Maintain customer/donor confidence and protect operations by keeping information confidential.
  • Greet clients, donors and visitors.
  • Building on-going positive relationships with donors, staff, families and residents.

 Job Specific Accountability: Foundation Board Support

Duties/Tasks related to this accountability:

  • Attend Foundation Board meetings.
  • Prepare and provide monthly minutes and agendas.
  • Schedule meetings – ensuring all materials are prepared and provided in advance.
  • Act as the primary point of reference for all Board members including all board related arrangements, catering and Board package material preparation.

Job Specific Accountability: Communications and Special Projects

Duties/Tasks related to this accountability:

  • Create and Maintain Donor Communications.
  • Support the creation of fundraising communications, marketing and promotional materials (posters, pamphlets, displays, campaigns and appeals etc.).
  • Maintain Foundation Communications bulletin board.
  • Working with the Director of Communications & Engagement: Research, complete and submit grant proposals to various Funders
  • Assist with the maintenance of the Foundation website and online donations.
  • Ability to provide graphic design support would be a desirable (but not required).

Job Specific Accountability:  Fundraising

Duties/Tasks related to this accountability: 

  • Manage the Tribute Card Program fundraising $40,000/year plus.
  • Manage Shabbat Sponsorship Program fundraising $7500/year plus.
  • Manage the Chai Club Monthly Giving Program $20,000/ year plus.
  • Manage planning/set up details and donor relations for fundraising events.
  • Solicit sponsorships, donations and in-kind gifts for fundraising events.

 Preparation and Knowledge

  • College or bachelor's degree in a related field.
  • A minimum of three years' experience in an administrative position, preferably in a not-for-profit development office.
  • Proficiency in Microsoft Word, Excel and PowerPoint, Constituent Relationship Database management experience (i.e. Sumac, Income Manager, Blackbaud).
  • Experience with Adobe InDesign, Illustrator, Photoshop (or other publishing/design software programs) are helpful, but not required.
  • Excellent verbal and written communications skills.
  • Ability to present information concisely and effectively, both verbally and in writing.
  • Ability to organize and prioritize work.
  • Ability to work independently with little supervision.
  • Excellent bookkeeping skills.
  • Demonstrate initiative and a strong capacity for problem solving.

To apply for this position, please send your cover letter and resume to - quoting position number FFA-3-23-18.  (Phone calls will not be accepted.)

Only those applicants who send their resume and cover letter to will be considered for this position. 

*Please note that interviews will take place on a rolling basis and will begin immediately.