Office Coordinator [Canada]

 

Job Description:

FULL TIME - TEMPORARY |OFFICE COORDINATOR - FOUNDATION | NON-UNION

Posting ID: 2023-33511

– Full Time 12 Month contract

Reports To: Manager, Finance & Administration with a dotted line to the Vice President, Finance & Business Operations

Work Location: Primarily based out of Trillium Health Partners Foundation’s office at 2085 Hurontario, Mississauga, with some work executed across all three sites of Trillium Health Partners: Credit Valley Hospital, Mississauga Hospital, and Queensway Health Centre

Post Date: June 15, 2023

Closing Date: July 15, 2023

At Trillium Health Partners Foundation, our vision is bold: raise funds to build a new kind of health care for a healthier community. Our work supports Trillium Health Partners – Credit Valley Hospital, Mississauga Hospital and Queensway Health Centre, one of the largest community hospital networks in Canada, caring for the fastest growing region in Ontario.

With diverse backgrounds and complementary skill sets, our talented team drives fundraising revenue to meet the highest priority needs for our hospital, securing record-breaking gifts such as the largest individual donation of $105 million and the largest corporate donation of $75 million to a hospital in Canada to build the future home of The Peter Gilgan Mississauga Hospital, which will become the largest hospital in the country. Our experienced leadership team is led by Caroline Riseboro, who was recognized as one of Canada’s Most Admired CEOs in 2019 and most recently received the Greater Toronto Chapter’s Association of Fundraising Professional’s Outstanding Fundraising Professional Award, a testament to her ability to lead our team to unprecedented success.

If you want to join our outstanding roster of talent and help us break even more records, please consider applying for one of our open positions and help us build the future of health care.

The Position – Overview

The Office Coordinator role is a full-time position in-office within the Finance & Administration team with a dotted line reporting into the VP, Finance & Business Operations. Reporting to the Manager, Finance & Administration, the Office Coordinator role is public facing, providing exceptional customer service and broad administrative support to best serve our external and internal constituents.

We’re looking for the right individual who is motivated by our mission to inspire Donor investment in a new kind of health care. If you are experienced, with high level of enthusiasm driven to succeed, ready to work hard and learn quickly in a fast pace and growing organization, then we have the role for you! You will join other members of our organization, of similar profile, who possess a strong service orientation, and are equipped to deliver an unparalleled team experience whether to our Donors, the general public, within our Foundation and to our partners within the hospital.

General Administration, Communications, Customer Service

• Provide information and welcome response to walk in enquiries; provide telephone reception service and monitor the Foundation’s voice mail and email accounts
• Action constituent inquiry or redirect to escalate to the most appropriate staff member for resolution and track constituent action in the Donor database
• Open, sort and distribute incoming mail and arrange for couriers orders and track package deliveries
• Order and maintain office supplies inventory management
• Support weekly bank deposits, trips to the bank as required
• Provide primary basis troubleshooting for photocopier and/or printers. Liaise with Hospital IT to troubleshoot as needed.
• Liaising with the landlord to follow up on matters pertaining to office maintenance

Donation Administration

• Support gift entry as needed
• Process income tax receipts as needed including follow up of missing/ misplaced income tax receipts
• Complete donor and vendor correspondence including income tax receipting, thank you/ acknowledgement letters and mail out of vendor payment remittances
• Support data quality of the donor database (updates to donor database as required)
• Provide reporting/updates on donor inquiries and requests as required

Executive Support & Finance Administration

• Provide administrative support for the VP, Finance & Business Operations
• Coordinate Finance Committee meetings
• Distribute Finance Committee packages by email and day of meeting
• Attend Finance Committee meetings to take and prepare confidential meeting minutes
• Provide additional support as directed by the Manager of Finance and Administration with vendor electronic fund payment correspondence
• Provide administrative support for annual audit and filing financial documents
• Other duties as required

KEY CRITERIA

The ideal candidate for this role will display the following qualifications and skills:

• Completed 3 year College Diploma in Business Administration or equivalent education/work experience in a multi-faceted office environment, preferably in the not for profit sector
• Professional, outgoing personality, and ability to build relationships easily
• Strong organizational, time management and administrative skills
• Eager to take on tasks and challenges and problem solve to resolve
• Excellent written and oral communication skills
• Ability to multi task and balance competing priorities in a challenging environment
• Agile and adaptable team player with excellent interpersonal skills
• Experience working collaboratively with internal and external stakeholders
• Demonstrated understanding of sound judgement and discretion with confidential information
• “Can do” attitude

TECHNICAL SKILLS

• Strong proficiency in Microsoft Office – Word, Excel, PowerPoint, Outlook
• Proficiency in conference software - Zoom Business Edition, Skype for Business
• Donor/Client database experience a strong asset – Blackbaud Inc, Raiser’s Edge.

Work Environment

• Work to be undertaken at the Foundation’s office
• Standard work hours are 37.5, but additional hours may be required to work evenings to accommodate activities such as Committee meetings and/ or Foundation events
• Work may take place across the multiple sites of Trillium Health Partners and Trillium Health Partners Foundation.

APPLICATION PROCEDURE

• Please submit your cover letter and résumé through the online application
• For further information on Trillium Health Partners Foundation we invite you to visit our website at trilliumgiving.ca
• We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.

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