Position Summary

The Estate Administration Coordinator is responsible for the administration and processing of The Salvation Army Canada and Bermuda Territory’s interest in estates where we are named beneficiary. The Estate Administration Coordinator maintains careful oversight of our estate administration processes and protocols and provides friendly and efficient customer service, occasionally requiring negotiation skills to maintain continued support for The Salvation Army. The Estate Administration Coordinator is the first point of contact when notified of new estate gifts, they assist in reporting and preparation of correspondence and documentation.

About The Salvation Army

The Salvation Army is an international Christian organization that began its work in Canada in 1882 and has grown to become one of the largest non-governmental direct providers of social services in the country. The Salvation Army gives hope and support to vulnerable people today and every day in 400 communities across Canada and more than 131 countries around the world.

The Salvation Army offers practical assistance for children and families, often tending to the necessities of life, provides shelter for homeless people and rehabilitation for people who have lost control of their lives to an addiction.

As the largest non-governmental direct provider of social services in Canada, The Salvation Army provides unprecedented support to society’s most vulnerable.  The Salvation Army provides a wide range of services that includes immigrant and refugee settlement programs, anti-human trafficking initiatives, English conversation circles and parenting programs. People need to know they are not alone in their time of need — that they have an entire Army on their side. Everyone needs an Army and that’s why The Salvation Army exists.

Mission Statement:

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Our Vision:

We are an innovative partner. Mobilized to share hope wherever there is hardship. Building communities that are just and know the love of Jesus.

Our Values:

Values are who we are and what we continually strive for. They guide all aspects of The Salvation Army in Canada and Bermuda.

HOPE – We give hope through the power of the gospel of Jesus Christ.

SERVICE – We reach out to support others without discrimination.

DIGNITY – We respect and value each other, recognizing everyone’s worth.

STEWARDSHIP – We responsibly manage the resources entrusted to us.

Our social service activities include (but are not limited to):

• Hunger relief for individuals and families through food banks and feeding programs
• Shelter for people experiencing homelessness and support for those needing housing
• Rehabilitation for those struggling with addiction
• Long-term care and palliative care
• Christmas assistance such as food hampers and toys
• After school programs, camps and school nutrition programs for children and youth
• Life-skills classes such as budgeting, cooking for a family, and anger management

Accountabilities:

1. Estate Administration
   • Process all incoming estate correspondence
   • Determine priority action for new files, releases, or documentation that may be time-sensitive
   • Opening file for estate gift, determining type of gift and thoroughly reviewing all documentation provided
   • Prepare all correspondence and all follow-up requests
   • Update donor data base and close out estate file upon final release
   • Regularly review open estate files for the continued administration of the file in an effort to receive estate donations in a timely manner
   • Ensure the timely process for interim and final distribution of estate donation

2. Estate Allocation
   • Prepare for the monthly allocation of estate donations
   • Work closely with Finance to ensure that all estate donations are prepared for allocation
   • Prepare necessary documentation/back-up for monthly Legacy Allocation Committee meetings

3. Data and Report

• Estate database is current, entering data regarding funds received, fund allocations, actions, and communication
• Maintain detailed and accurate records of all estate gifts
• Invoice payment

Critical Relationship Management:

• Internal relationships:
  • Liase with other internal departments such as Finance and Legal where required; work cooperatively as part of Territorial Communications to serve the Canada and Bermuda Territory
  • Support fundraisers throughout The Salvation Army as it relates to incoming estate gifts

• External relationships:
  • A support-centered approach to professionals and key stakeholders of The Salvation Army
  • Lawyers
  • Trustees (including Public Guardian and Trustee)
  • Donor relatives/friends

 

Managerial responsibility:

• Reports directly to the Territorial Manager of Estates

 

Working Conditions:

• Working environment is typically in the office, or hybrid work environment

 

Financial and Materials Management:

• Coordinate several estate files at the same time often with varying/competing deadlines
• Maintain accurate records with a strong attention to detail

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.

 

Education and Experience Qualifications:

 Education, Qualifications and Certifications:

• Undergraduate University Degree/College Diploma preferably with an Estates Law Clerk designation
• Recognized equivalents include: MTI/STI Estate and Trust Professional designation; experience working as a Trust Officer and/or Estates Administrator

Experience and Skilled Knowledge Requirements

• 3 years experience in Estate Administration
• Working knowledge of substantive and procedural aspects of Estates Administration in Canada
• Proficiency with database systems, Raiser’s Edge preferred, including queries and data review
• Proficiency in Microsoft Office applications (Word, Excel, Access, Publisher, PowerPoint) and general office equipment

Skills and Capabilities:

• Excellent organizational & interpersonal skills. Takes initiative, displays tact, diplomacy, attention to detail and trustworthiness

• Appreciation and acceptance of the values of The Salvation Army, its Mission Statement and Fundraising Code of Ethics

• High standards of integrity, judgement and confidentiality,
• Team player open to collaboration with colleagues at The Salvation Army and other charities
• Professional telephone manner, with exceptional customer service skills
• Demonstrated commitment to ongoing learning and professional development to stay informed about fundraising trends and the organization’s mission and objectives

Friendly, with a strong passion for our donors and our mission

Successful candidates will be required to provide background check consent and education verification.

To apply for this position, please forward your resume and cover letter to Kelly.Bozdog@salvationarmy.ca. Only those chosen for an interview will be contacted.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

Internal Applicants must advise your managing supervisor of your intentions prior to submitting your application.