Employment Opportunities

Coordinator, Administration & Development

Full-time
(Full-time, 35 hours a week)

Description:

Canada has one of the highest rates of multiple sclerosis in the world, making MS Canada’s disease. The MS Society of Canada is the country’s leading MS advocate, funding leading research in MS and programs & services that help people live well with the disease.

Reporting to the Executive Assistant, the Coordinator, Administration & Development is predominantly responsible for overall office administration including reception and finance. As an integral member of the BCY team, they will ensure the provision of optimal customer service to enhance the stakeholder experience and to assist participants in reaching their fundraising objectives. This role supports all areas of division-wide customer service, participant engagement for MS Society Walk and Bike, and general fundraising support.

This position is a position of trust. The incumbent will be required to complete the screening process including completion of appropriate background checks in compliance with the National Screening Measures Policy.

Responsibilities:

Administration

• Represents the MS Society in an appropriate manner.

• Serves as receptionist – main point of contact for those visiting and serves as first responder to all help requests from supporters contacting the organization by phone, email or in person and ensures inquiries are forwarded to the appropriate department.

• Manages all aspects of front office reception desk, and all responsibilities related to opening/closing and security of office.

• Serves as primary liaison with office tower building management and manages all general office and safety procedures.

• Processes daily mail and ensures its proper distribution to each department.

• Packages mail, processes items to be couriered, and all daily outgoing mail.

• Ensures an objective and confidential approach to the preparation, filing, release or reference of all departmental information.

• Works with various vendors and suppliers to ensure the delivery of quality products and services at the most economical rate.

• Maintains office equipment is in good working order, places service calls, assists with programming and ensuring that supplies for these machines are in stock.

• Maintains supply cabinet, stationary and supplies to ensure there are no shortages.

• Develops and/or improves administrative process/practices as identified.

• Reviews, updates, and distributes national communications, governance, policy and procedural documents as needed.

• Processes and reconciles monthly purchasing card statements.

• Processes invoices and payment requisitions for management team.

• Manages division information email inboxes.

• Orders, tracks and maintains subscriptions and memberships to various institutions and associations. 

• Manages Society records electronically in Mercury/One Drive as well as hard copy records and archiving by adhering to Society guidelines and policies

• Assist in data management and eCRM Participant Center expert

• Support Island and Interior Admin positions for high level systems questions

• Assist in data clean-up for BCY Division, (eCRM/Opal/RE) as needed

• Assist in Data Extract requests (eCRM or Opal)

• eCRM group creation and custom imports

• Work with colleagues across the organisation to provide ad-hoc project and logistical support for events.

• Maintains, inputs and updates memberships for the division and regularly liaisons with chapter offices to ensure information is correct.

• Assists the Executive Assistant with routine office duties as assigned.

Finance

• Leads on finance admin for the division, processing accounts receivable and other deposits for division offices and serves as expert for the province.

• Assists Finance Department with weekly banking deposits.

• Responsible for coordination of mailing of all cheques processed by the finance department, including sending specific cheques back to division or chapter offices.

• Responsible for filing of AP backup.

• Assumes backup responsibility for formatting all chapter financial statements.

• Completes ad hoc excel spreadsheets as required for finance department- specific projects will fluctuate during less busy times and will be presented and explained by your supervisor.

• Distributes electronic bank statements to chapter treasurers in a timely manner at the beginning of every month.

• Sends intercompany invoices out by email to other MS locations.

• Vouches cheques over $1,000 and monitor bank balances for overdrafts.

• Responds to tickets arriving in the Finance ticketing system as assigned.

• Works with the national finance team to ensure policies and procedures are up-to-date.

• First responder to tax receipt requests from donors.

Participant/Supporter/Stakeholder Engagement

• Enhance relationships utilising supporter feedback and delivering excellent supporter care.

• Serves as first responder to all help requests from event participants Division-wide.

• Triage of calls / emails from participants, responsible for ensuring all fundraising inquiries are handled appropriately, professionally and in a timely manner.

• Develop the personalisation of supporter communications wherever possible across all channels.

• Maintain an operational understanding of all fundraising activities.

• Provide IT advice and support in response to participant enquiries (password resets, account problems, etc.).

• Takes the lead in assisting BCY team with stewardship of existing participants / teams as requested by event coordinators.

• Takes the lead in assisting with event promotion and participant/team recruitment.

• Serves as Check-in expert, including participating/leading training of check-in volunteers and participating in and/or leading day of event check-in procedures at large events (Walk, Bike, etc.).

Fundraising Event Coordination

• Support Specialists and Coordinators in the coordination of all aspects of assigned MS Society Walk and Bike events in partnership with volunteer committees.

• Event Inventory and prizing:

o Assist with all mail outs and Walk/Bike reward distribution

o Assists with event inventory and supply management

• Assists with Development Department Timelines/ Operations Plans/Checklists.

• Assists with Event Bookings and logistics (permits, first aid, etc.).

• Running / building event reports to support division-wide Development team.

• Works closely with the Finance and Administration staff around banking and receipting procedures, and responsibly for update procedures and files annually.

• Support the implementation of process and develop good practice within the team.

• Support the Development team in identifying processes and platforms for increasing dialogue and engagement with supporters.

• Maintain the complaints register and support the development of the complaints process.

• Assists with post-event keying of tax receipts.

ECRM Participant Communication

• Coordinates email campaigns, including approval and delivery of all emails sent through eCRM (events, LG, volunteer recruitment, rewards).

• Serves as an eCRM mailing groups expert, including Opt Outs.

• Reporting and analysis of email campaign results (open rate, clicks, etc.).

• Participates in email review team for BCY (Walk, Bike).

• Assists with larger custom edits to event pages.

• Check all processes around the data selection for communications to ensure the correct supporters are selected for mailings.

General responsibilities

• To support the Executive Assistant with administrative tasks and overall office administration whilst also ensuring optimal and efficient procedures are in place.

• To become a role model within the team, set an example to peers, support the Development Coordinators, Specialists, Development Managers, and Development Director to become a key stakeholder across the organization.

• Working with the Development Director to deliver the strategic approach to supporter relationship management that ensures supporters are developed in line with departmental objectives and priorities

• Maintain a clear understanding of best practice in the field of customer service, participant support and stewardship, developing good working relationships with peers in the sector, monitoring external development and ensuring that the supporter care strategy at MS Society of Canada BCY adapts to change as needed.

• Be an ambassador at events, supporting the delivery of MS Society of Canada’s vision and ensuring that the charity’s profile and reputation are enhanced.

• Other duties as assigned.

Supervisory Responsibility:

• Will provide support and direction to volunteers

Qualifications:

• Post-secondary education in a related field, with 2-3 years’ experience in administration within a not-for-profit environment or customer service role, or the equivalent education and experience.

• Experience working with computer databases specifically eCRM/Convio would be an asset.

• Previous experience of working in a customer or supporter service environment, including handling of enquiries and complaints.

• Experience working in a fundraising or event planning role would be considered an asset.

• Experience of developing and maintaining processes and procedures in a customer or supporter care environment.

• Must possess a valid class 5 BC Driver’s License and have access to a reliable vehicle.

• Must have the ability to travel.

• Ability to manage administrative aspects of projects including prioritizing workloads, addressing simultaneous deadlines and collaborating to achieve results.

• Proven ability to coordinate, organize, initiate and complete events/tasks in a timely manner.

• Proven ability to manage and work successfully with volunteers, event participants and committees.

• Proven ability to learn and apply new software programs.

• Comfortable working in a team; strong interpersonal skills and communication skills, both oral and written.

• Ability to work independently and be a self-starter.

• Good organizational ability and attention to detail, especially when quality control checking and entering data.

• Ability to communicate effectively with colleagues at all levels.

• Ability to solve problems and practice good decision-making.

• Excellent telephone manner, with experience of dealing with difficult and sensitive calls.

• Experience with content management systems, and basic HTML/CSS.

• Able to work effectively under pressure and deadlines.

• Proficient in MS Outlook, Excel, Word, Publisher, PowerPoint and Adobe Creative Suite programs – InDesign, Illustrator, Photoshop.

• Able to develop effective relationships quickly.

• Excellent relationship management skills, with demonstrable experience of building strong and effective relationships with key supporters, donors, advocates and staff at all levels.

• A high level of drive and ambition, both personally and for the organization.

• The ability to be flexible, diplomatic, assertive and a good negotiator.

Special Considerations:

• This position requires occasional travel throughout British Columbia.

• Ability to travel is mandatory.

• Occasional evening and weekend work will be required.

• Ability to be on your feet for 8 hours and lift event equipment and supplies as necessary.

• Constraints of weather elements at sites during special events.

Additional Notes:

Location: Burnaby, BC

We are working on a world free of MS, where improving people’s quality of life is a part of our everyday life. If you too are passionate about our mission, we invite your expression of interest and resume submission to:

Kelsie Spurvey

Executive Assistant

Multiple Sclerosis Society of Canada

Email: Kelsie.Spurvey@mssociety.ca

Application Deadline: July 23, 2019

Please note:

• Applicants must include a cover letter and state salary expectations within their application in order to be considered

• Applicants must be legally entitled to work in Canada to be considered for this position

The MS Society has a bold vision for the future. We have a team of dedicated professionals who share a common goal to end MS and to improve the lives of those affected by MS. We strive to be an employer of choice and provide a working environment that values diversity, team work, and professional development.

The MS Society of Canada embraces diversity and encourages all qualified applicants to apply.

More information about the MS Society is available at www.mssociety.ca.

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