Gift & Office Administration Coordinator -… at Oak Valley… · Markham

Please Note: If you are a current Oak Valley Health employee, apply to this job via the internal Workday application.

Land acknowledgement:

Oak Valley Health is honoured to provide care on the traditional and treaty territory of the Anishinaabeg, and acknowledge our closest Indigenous communities, the Chippewas of Georgina Island and the Mississaugas of Scugog Island. The land is encompassed within Treaty 13, Treaty 20, and the Williams Treaty.

Today, this area is home to many diverse Indigenous Peoples, and we acknowledge the health disparities and barriers Indigenous Peoples face in accessing care. To support true healing, we are committed to understanding these challenges, learning from Indigenous knowledge, and taking action together to improve safe and equitable health care for current and future generations.
 

Who you are:

• You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage

• You are a patient and/or client centered individual who performs at an exemplary standard

• You are a team player with excellent communication, critical thinking and prioritization skills

The Opportunity:

The Markham Stouffville Hospital (MSH Foundation) is seeking a Gift & Office Administration Coordinator who will be responsible for the accurate processing and recording of donations in the donor database, including the preparation of donor acknowledgement letters and tax receipts. The role also provides administrative coordination and support across the Foundation, including organization-wide office administration.

As a key member of the Foundation’s Support Services team, this position supports the integrity and consistency of gift processing and plays an important role in maintaining efficient office operations. The role contributes to the effective administration of donor records, helps ensure compliance with CRA receipting requirements, and supports adherence to the Foundation’s operational policies and business standards.

Key Results Area:

Gift Administration (85%)

• Log incoming mail and donations daily in accordance MSH Foundation business process, including categorizing the donations by payment methods, and reconciling daily totals. 

• Ensure accurate and efficient gift processing, allocating gifts to the appropriate program area.
• Manage the end-to-end gift processing workflow by reviewing donation documentation for completeness and entering information in our CRM system, Raiser’s Edge.
• Provide support for processing online donations.
• Coordinate the timely acknowledgement of all donations including generating tax receipts and mailing thank you letters, preparing acknowledgement cards for tribute gifts (in honour of / in memory gifts) in accordance with CRA standards and the MSH Foundation practices and policies.
• Promptly issue duplicate tax receipts in accordance with CRA standards and audit requirements.
• Support the integrity of Raiser’s Edge database by updating donor records, verifying contact information, and entering responses from donor preferences and statistical surveys.
• Support Foundation’s records management by ensuring finance and general operation records, both digital and paper, are properly filed, stored and archived according to Foundation guidelines.  

• Maintain and update the rejected payment log and follow up with donors as required to resolve outstanding issues.
• Contribute to continuous improvement of gift processing practice and provide support on other related duties as assigned.

Office Administration (15%)

• Coordinate daily mail operations, including collection, opening and distribution of inbound mail, recording and arranging postage for outbound mail, and managing deliveries and courier services. 

• Provide administrative support to the Finance & Operations team including preparing expense reports, maintaining the computer inventory log, scheduling meetings and meeting rooms and drafting general correspondence as required.
• Support office operation to maintains a safe, clean and professional work place by liaising with the Property Manager to coordinate office repairs, moves, installations, cleaning and other facility related as needed.
• Liaise with IT for printer maintenance and supplies and collaborate with the Management team on space planning and storage needs as required.
• Coordinate purchases, facilitate maintenance and track inventory of Foundation wide office supplies, kitchen supplies, parking passes and equipment to maintain a healthy stock based on the need of the teams.
• Ensure Foundation adheres to Health & Safety guidelines as required, including carrying out regular office safety checks and acting as backup fire warden.
• Provides back up to the MSH Foundation Reception as required.
• Support Foundation events as needed, including assisting with gift handling, record keeping and other related duties as assigned.

Position Qualifications

• A college diploma or related certification in business administration with minimum 3 years of relevant experience in administration, or gift processing.
• Strong attention to details with demonstrated accuracy in data entry and experience working with databases.
• Ability to handle sensitive and confidential information appropriately and with discretion.
• Effective communication skills, including the ability to seek clarification and collaborate with colleagues when needed.
• Strong technical skills, including proficiency in Microsoft 365 (Word, Excel, Outlook), familiarity with mail merge and database applications, and experience using online resources. Knowledge of Raiser’s Edge is considered a strong asset.
• Demonstrate aptitude for technology with ability to learn and adapt to new systems efficiently.
• Strong organizational and time management skills, with the ability to adjust to changing priorities while maintaining high efficiency and thorough attention to detail.
• Resourceful and self motivated with the ability to work independently while contributing effectively in a team-oriented environment.

Work Schedule:

 

Available to work Monday-Friday, 7.5 hour shifts. This position involves some moderate lifting, shipping and handling.

Please note schedules may change due to operational needs.

Compensation:

$48,000 - $55,000 annually, qualified for up to 10% at risk