Grants Coordinator
Are you a details person who thrives with a deadline and moves gracefully between multiple tasks? Do you want to contribute to reimagining philanthropy so that it is more equitable and centres the needs of the community? If so, help us to create a more fair and just society where everyone can thrive.
Who We Are
Toronto Foundation (TF) is a registered charity and one of 191 Community
Foundations in Canada. We are home to 900+ community-minded philanthropists
and collectively administer $780 million in charitable assets. Together with our
fundholders, we granted over $21.2 million in 2021 to organizations working to
improve the quality of life in Toronto. We are committed to listening, learning, and
working in partnership with communities and invite you to join us in tackling the
inequities we face in our city.
We are an ideal match if you seek purpose in your work and want to contribute to a
small, values-driven team with a strong culture of collaboration.
We believe the greatest ideas come from a diverse mix of minds, backgrounds and
experiences, and are committed to cultivating an inclusive work
environment. Toronto Foundation actively seeks a diverse applicant pool and
encourages candidates of all backgrounds to apply, especially those from
marginalized communities.
Toronto Foundation is committed to the principles of the Accessibility for Ontarians
with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment
and selection processes as accessible as possible and provide accommodations as
required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring
process, please contact Elizabeth Aquiseto at eaquiseto@torontofoundation.ca.
Who You Are
As Grants Coordinator your primary responsibility is coordinating weekly grant
batches on behalf of fundholders and our community impact team. You are
meticulous and detail-oriented, adhere to tight timelines and can deal with high
volume during peak seasons. You are a clear communicator, interacting with
fundholders and grantees. You are able to follow a multi-step workflow, anticipate
issues and ensure grants are processed on time, accurately and in compliance with
fund agreements and TF policies and procedures.
As a member of the Fundholder Engagement team, this role reports temporarily to
the Director, Fundholder Engagement until spring 2023, when the Manager,
Fundholder Engagement returns from parental leave. Day-to-day workflow will be
overseen by the Officer, Fundholder Engagement. You work primarily with
Fundholder Engagement team members on weekly grant batches, fundholder
communications, and on other fundholder related tasks including coordinating a
quarterly mailing (200-300 pieces), and generating reports and mail merges. You will
also work closely with our Finance team, particularly the Manager and Accountant.
Your success in this role will be reflected in your ability to collaborate with team
members, thrive in a highly detailed, deadline focused role that requires accuracy
and flexibility in handling a number of tasks concurrently.
We strive to create an environment where we work with a growth mindset and
engage in process review and improvement regularly. You will be encouraged to
contribute to the team’s goals and the organization’s broader equity priorities.
Beyond that we will provide all the supports to ensure you have a workplace that
values your voice and enables you to thrive.
DUTIES AND RESPONSIBILITIES
Grants Processing
• Coordinate weekly grant batches for fundholders working closely with the
Fundholder Engagement Officer and the Finance team
• Coordinate weekly grant batches from TF discretionary funds and grant
streams working closely with the Community Impact team, as required
• Ensure grant request information is accurately provided to the Finance team
for payment processing
• Work with the Office Coordinator to ensure grantees are set up for EFT grant
payments
• Send notice to fundholders of grants from their Funds, when required
• Prepare quarterly grant reports in Excel, for submission to the TF board
• Train staff on grants processing procedures and workflow as needed
• Work with CanadaHelps to troubleshoot misplaced or incorrect payments with
grantee organizations
• Using Microsoft Outlook and Word, draft and prepare grant letters/emails and
EFT communications for grantee organizations on a weekly basis
• Setup new and manage existing monthly grant distributions in FIMS, the
Foundation’s ERP/CRM database, according to donor correspondence
• Draft standard granting memos for special granting programs/initiatives as
required
Data Management
• Maintain accurate and up-to-date grantee/fundholder information in FIMS
• Maintain central, hard copy and electronic files of donor, gift and fund-related
information and correspondence
• Become proficient in our FIMS database in order to pull reports as required for
various purposes
• Participate in analysis projects as required e.g. KPI reporting, distributions
maintenance
• Participate in annual data validation procedures/activities as required
Communications/Administration
• Communicate via email and phone with fundholders in a friendly and timely
manner on topics including eligibility of grantees and status of grant requests
• Communicate with organizations receiving grants on a variety of topics
• Coordinate the distribution of mass-mail communications pieces to
fundholders
• Work with the Office Coordinator to ensure that all mail for fundholders from
charitable organizations is filed and sent to donors as appropriate
• Keep procedure documentation up to date
Finance
• Process electronic cheque deposits (and in person bank deposits when
required)
• Create annual grant audit report and complete the reconciliation process
• Work with finance team to complete any additional audit “field work” required
Other Duties (as required)
• Provide support as required for overall Foundation events, projects and
activities
• Participate in organizational cross-team projects
• Other duties as assigned by the Manager, Fundholder Engagement and/or the
Director, Fundholder Engagement
SKILLS, EXPERIENCE AND ATTRIBUTES
Skills & Experience
• Strong organizational skills and attention to detail
• Strong communications skills – orally and in writing
• Proficiency in Word (ex. formatting, merges) and Microsoft Outlook
• Solid experience in Excel (ex. formatting, formulas; pivot tables would be an
asset)
• Experience using a database, or working with large datasets would be an asset
• Postsecondary degree/diploma and/or 1-3 years related work experience
Attributes
• Flexible and self-motivated
• Team player
• Accurate in transaction processing
• Well organized and comfortable working to a deadline
• Ensures personal, customized, thoughtful and attentive donor service
• Builds positive relationships and delivers excellent service to all stakeholders
• Exercises maturity and good judgement
• Ability to work effectively with a broad range of stakeholders reflecting the
diversity of our city
OTHER EMPLOYMENT INFORMATION
Toronto Foundation is committed to being an inclusive and equitable employer, and
to continuously listening and learning from staff. The wages and benefits paid to
Toronto Foundation full-time staff exceed the requirements of the Ontario Living
Wage Network.
We offer:
• 35-hour work week
• 3 weeks of vacation per year plus 2 float days
• RRSP matching of up to 5% of your base salary
• comprehensive benefits (including medical, dental, life and disability) package
• Employee Assistance Program
• a competitive salary
Currently staff are predominantly working remotely. It is expected Toronto
Foundation will become a hybrid workplace later in 2022. For this role, some in
person work is required.
Toronto Foundation is committed to taking every precaution reasonable for the
protection of the health and safety of staff from the hazard of COVID-19. Therefore,
all Toronto Foundation staff are required to be fully vaccinated against COVID-19.
SUBMISSION DETAILS
In lieu of a standard cover letter, please respond to the following question in less than
250 words: What are 2-3 working experiences that make this role a great fit for your
career journey?
You may submit your response to the question along with your resume in confidence
to resumes@torontofoundation.ca and include the position title and your name in the
subject line of the email (eg. Grants Coordinator, First Name Last Name).
Please ensure both documents are attached in a single PDF file.
Applications will be assessed on a rolling basis and the posting will close on July 29,
2022, 11:59pmET.
Compensation Range
$42,500 to $46,000 depending on depth of experience