HSA24-21 - Donor Relations and Support Services Administrator

The South Okanagan Women in Need Society (SOWINS) is seeking a regular Part-Time Donor Relations and Support Services Administrator to join our team at our Administrative Office. 

ABOUT THE ROLE: As a key part of the Administrative Team, this position will help ensure efficiencies in the day-to-day operations of the Administrative office by supporting the Executive Director and Leadership Team with vital administrative duties in the areas of fundraising and events, communications, IT support, and administrative and project management duties. This role requires an energetic professional with strong organizational skills that enjoys a fast-paced work environment and can manage and prioritize multiple tasks and projects. 

Schedule: This position is scheduled to work 28 hours per week, working Tuesday through Friday. 

Union: This position requires union membership, under Health Sciences Association (HSA). 

Wage: $27.54 – $31.61 depending on length of service (HSA Grid 11). UNDER REVIEW 

Benefits: Provided in accordance with the terms of the Collective Agreement 

Start date: February 11, 2025

JOB DESCRIPTION 

 TITLE:  Donor Relations and Support Services Administrator 

PROGRAM: Administration 

REPORTS TO:  Executive Director  

WORKS WITH: All members of the SOWINS team, including providing direct support to the Executive Committee and Leadership Team, program staff, administrative staff, volunteers, and community stakeholders.  

JOB SUMMARY: As a key part of the SOWINS administrative team, this position will help ensure efficiency in the day-to-day operations of the society by supporting the Executive Director and Executive Committee with vital administrative duties including donor relations and event support. This role requires an energetic professional with strong organizational skills that enjoys a fast-paced work environment and can manage and prioritize multiple tasks and projects.  

KEY DUTIES & RESPONSIBILITIES:  

 Donor Relations 

1. Under the direction of the Executive Director, the Donor Relations and Support Services Administrator will provide administrative and on-site event support for external organizational campaigns and fundraisers. 

2. Accountable for accurate and timely entry of incoming gifts (cash and online donations) to CanadaHelps donor database, including generating year end reports and updating donor contact information and mailing lists. 

3. In conjunction with Bookkeeping, will prepare and review monthly reconciliation reports of donor database with QuickBooks accounts, and advise the Director of Finance of any discrepancies.   

4. Provides information to donors regarding in-kind gifts and tax receipts. Responsible to issues tax receipts, and determines fair market-value of in-kind gifts based on Canada Revenue Legislation and relevant policies and procedures.  

5. Working closely with the Fundraising team, the Donor Relations and Support Services Administrator will develop communication for fundraising campaigns and prepare external sponsorship packages. 

6. Provides administrative support for online fundraising campaigns across all digital medial platforms. 

Support Services 

1. Assists Human Resources and IT to coordinate employee on-boarding and off-boarding as it relates to the administration of hardware and software, including cell-phones, laptop / computers, and alarm access fobs, and software licenses. Responsible for the tracking of IT equipment, software licenses, cell-phone accounts. 

2. Liaise with external IT contractor to resolve issues regarding software licensing and computer hardware, and follow up to ensure the issues are resolved.  

3. Maintains and updates SharePoint system, including setting up team sites and assigning access. 

4. Provides administrative support to the Executive Director to prepare forms for insurance renewals, tax exemptions, and non-profit certificate licenses. 

5. Under the Director of the Executive Director, will assist with the development, review, and update of the organization's databases, IT systems (SharePoint, Microsoft Office 365, etc.) and records and filing systems. 

6. Provides administrative support to the Executive Director by attending Board meetings, preparing reports, compiling and distributing documents such as agendas, meeting minutes and reports through SharePoint and OnBoard, and Outlook. 

7. Receives and processes Society Membership Applications on behalf of the Board. 

8. Assigns administrative tasks to Receptionist, such as providing general instruction and guidance in the preparation of correspondence, documents and forms. Responsible for reviewing and verifying work of the Receptionist including following up on completion of assigned duties. 

9. Provides training and support to Receptionist on the use of general office equipment, such as main switchboard, photocopier and other office equipment. 

10. Provides coverage to front Reception, and performs other related duties as required. 

 KNOWLEDGE, SKILLS & ABILITIES: 

1. Strong understanding of relevant legislation in regard to Charities and Giving, as well as issuing tax receipts. 

2. Demonstrated proficiency with various computer programs and Microsoft programs – outlook, word, excel and SharePoint. 

3. Strong technical skills and experience with data entry, reporting, and maintenance of fundraising software including CanadaHelps. 

4. Maintain a high level of knowledge and understanding of the SOWINS organization including operations and available programs and services.  

5. Demonstrated ability to build productive and supportive relationships with staff, management, SOWINS Board and clients. 

6. Excellent interpersonal and communication skills, both written and oral. 

7. Strong organizational skills, ability to prioritize multiple tasks that require attention; is dynamic and action-orientated to meet deadlines and provide solutions that are effective.

8. Demonstrated ability to work independently and as part of a team and maintain healthy professional relationships. 

REQUIRED EDUCATION, TRAINING AND EXPERIENCE: 

1. Diploma in Business Administration or a related field from a recognized post-secondary institution. 

2. Two (2) years of combined recent related experience in the non-profit sector, with either office administration, marketing, and project management. 

OR equivalent combination of education, training and experience. 

HOW TO APPLY: 

Please submit expressions of interest quoting posting number HSA24-21, including an updated Cover Letter and Resume. Please note job positing will remain open until filled. Applications will be reviewed starting Monday, January 27, 2025.

Equal Employment Opportunity 

The South Okanagan Women in Need Society (SOWINS) is committed to fostering and inclusive, equitable, and accessible workplace; and dedicated to building a workforce that reflects the diversity of the communities in which we live. We welcome and encourage applications from people of all backgrounds, including Indigenous people, racialized groups, people with disabilities, and people from the 2SLGBTQ+ community.

Accommodations are available for candidates taking part in the application process. For more information, please email us at careers@sowins.com.