Location
Whitehorse, YT | Canada
Job description
JOB DESCRIPTION
Office Administrator
Reports to: Executive Director
Pay: $43,000/year for approximately 25 hours per week
Term: 1 year renewable contract, with potential for growth to full-time employment, flexible hours
Location: Remote/ Location independent in Yukon, with possible access to Yukonstruct Co-working space
THE YUKON FOUNDATION
The Yukon Foundation was established in 1980 and serves Yukoners and Yukon Organizations by building permanently endowed charitable funds for the changing needs and opportunities of the Yukon, making grants, and awarding scholarships. It is a public foundation governed by a Board of Directors.
Job Overview
The Office Administrator plays a crucial role in supporting the operations of the Yukon Foundation. This position primarily focuses on providing administrative assistance, bookkeeping, coordinating grant and student award programs, and maintaining effective communication with stakeholders. This position would be great for someone who wants a flexible schedule, to work part time from home while caring for someone, or just wants to save part of the day for skiing, biking, or self-care.
Qualifications:
- Relevant work or education experience which may include a bachelor’s degree or diploma in accounting or in a related field.
- Proven experience in administration, project coordination, or grant management, preferably in a non-profit or foundation setting.
- Excellent organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and pay attention to details.
- Strong written and verbal communication skills, with the ability to interact professionally with diverse stakeholders.
- Proficiency and aptitude in using office software (e.g. Microsoft Office Suite)
- Desire to learn and use Foundant software programs.
- Experience in graphic design an asset.
- Experience in grant management database an asset.
- Knowledge of the non-profit sector, community development and the philanthropic landscape in Canada and the North an asset.
- Ability to work independently and collaboratively in a team environment.
- Demonstrated commitment to ethical and accountable practices.
Knowledge and Skills
- Strong administrative and organizational skills
- Familiar with day-to-day office routine
- Accustomed to working without supervision
- Ability to learn quickly
- Attention to detail is critical
- Effective communication skills, both oral and written
- Good interpersonal skills
- Excellent knowledge of computer software applications including all aspects of Microsoft Office
- A good team player
- Experience in working with volunteer organizations
- Maintain accurate records and databases, ensuring data integrity and confidentiality.
- Support the Foundation’s ED and board team in their administrative needs.
- Update policy and procedure manuals as required.
- Organization of computerized files, backup as well as regular filing system.
- Undertake other day to day activities needed to further the goals of the Foundation.
- Maintains confidential information with respect to potential donors, donors, grant recipients, foundation personnel, board members and operations to maintain trust and legal obligations.
- Carries out responsibilities in accordance with the Foundation’s vision, mission, guiding principles, and procedures.
- Establishes and maintains effective working relationships with supervisor, board, committee members and the public.
- Participates actively in the evaluation of own performance and setting of goals to improve performance as required.
Duties and Responsibilities
Assist the Executive Director in managing the office by:
1. Administrative Support:
- Maintain accurate records and databases, ensuring data integrity and confidentiality.
- Support the Foundation’s ED and board team in their administrative needs.
- Update policy and procedure manuals as required.
- Organization of computerized files, backup as well as regular filing system.
- Undertake other day to day activities needed to further the goals of the Foundation.
- Maintains confidential information with respect to potential donors, donors, grant recipients, foundation personnel, board members and operations to maintain trust and legal obligations.
- Carries out responsibilities in accordance with the Foundation’s vision, mission, guiding principles, and procedures.
- Establishes and maintains effective working relationships with supervisor, board, committee members and the public.
- Participates actively in the evaluation of own performance and setting of goals to improve performance as required.
2. Bookkeeping
- Process revenues, donations and issuing receipts
- Prepare invoices
- Prepare bank deposits
- Issue payments for expenses and grants
- Prepare reports and support audit preparation/process.
3. Communications Support:
• Support in the development and implementation of a communications plan.
• Assist in content development and postings for social media and website.
4. Grant and Student Award Coordination:
• Assist ED in managing the Foundation’s grant and award processes.
• Prepare grant and scholarship agreements, track disbursements, and ensure compliance with reporting requirements.
• Lead the Awards Committee and coordinating its meetings.
5. Stakeholder Relations:
• Serve as a point of contact for scholarship and grant applicants, awardees, grantees, and community organizations, fostering positive relationships
• Provide prompt and professional responses to inquiries, requests for information, and support
6. Database Management:
• Utilize the Foundant C-Suite (customer relation and accounting software) and SLM (scholarship lifecycle management software) to record, track, and report on the scholarship and grant activities.
• Ensure accurate and timely data entries and management on the Foundation’s software systems including donor, fund holder, grantee, and student award profiles.
• Generate reports and analysis to support decision-making and provide accurate information to stakeholders.
7. Other duties as may be assigned
How to Apply
Please send your CV and cover letter to Louise-Hélène Villeneuve, Executive Director at [email protected] . This job positing will be closed when the position has been filled.
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