Office Administrator & Database Specialist – JNF Hamilton

Posted On: November 11, 2022
Closing On: December 9, 2022
Location: Hamilton
Employment Type: Part time (25 hours/week)
Website: https://jnf.ca/ontario/

Background:
The Jewish National Fund is a registered charitable organization that has cared for the land of Israel for decades. This mission took the role of planting trees, building water reservoirs, preserving natural habitats, and building parks and bicycle trails. More recently, JNF Canada has taken on projects to build the social infrastructure of the land of Israel for the benefit of the People of Israel. We partner with a variety of Israeli institutions and NGOs to build social service infrastructure to benefit vulnerable populations such as youth-at-risk, victims of domestic abuse, children with special needs, veterans, and the poor. JNF Canada is Building the Foundations of Israel’s Future.

The Jewish National Fund of Regional Ontario has offices in Hamilton, London, and Windsor. We are also comprised of several small cities across Ontario.

Position Summary:
Reporting to the Executive Director of Regional Ontario, the Office Administrator & Database Specialist has a keen understanding of accounting and is responsible for the management and maintenance of the donor database. We are looking for a self-motivated and dynamic relationship builder who is helpful, efficient, and has an eye for detail and accuracy. This position is 25 hours/week with possible increase in hours during major campaigns.

Specific responsibilities include, but may not be limited to:

Reception:

  • Act as the first point of contact for those entering the JNF Hamilton office
  • Answer telephone calls and relay messages in an efficient, pleasant, and helpful manner
  • Maintain a calendar of scheduled meetings, events, and campaigns

Financial & Operational Management:

  • Accounts Receivable- bank deposits, credit card deposits, and all other payments, implementation of tax receipt information
  • Accounts Payable- cheque preparation and accounting for office expenses
  • Prepare invoices and follow-up on outstanding invoices
  • Process tree card payments, enter into online order form, and mail out the tree cards
  • Managing office procedures including maintaining office equipment, files, organization, and ordering supplies
  • Assisting with the responsibilities of the day-to-day work of JNF Hamilton, including ongoing campaigns, events, and programs

Administrative:

  • Maintaining regular communication with JNF donors and volunteers for various campaigns, telethons, and events
  • Keep careful watch on community announcements (i.e. birthdays, deaths, milestones) and send cards to community and board members
  • Support the development and mailing of letters, reports, and acknowledgments for solicitation, cultivation, and stewardship of donors.
  • Draft agendas, record, write, and distribute meeting minutes and materials to board members, committee members, and staff
  • Liaise with JNF Canada marketing and graphics staff, as part of an integrated team, to coordinate content for biweekly newsletters, prepare digital and print marketing material, and engender timely and ongoing communication about upcoming events
  • Attend, participate, and help with set up and dismantling of JNF events as required

Database Management:

  • Maintain, develop, and track accurate constituent records in Raiser’s Edge including: donor background notes, recognition activities, solicitations, call reports, up-to-date address and key contact information
  • Manage meticulous organization of electronic files in the SharePoint cloud-based server
  • Create, run, and distribute reports as required
  • Prepare timely and regular donor and fundraising status reports
  • Other regional duties, as assigned

Candidate Qualifications:

Education/Experience:

  • Post-secondary education in business, administration, communications, or related field
  • 2+ years of relevant administrative, accounting-bookkeeping, and data entry experience, preferably in the non-profit sector
  • Certificate in fundraising, event planning, and/or marketing an asset

Knowledge, Skill, Abilities:

  • Excellent communication skills (verbal and written), interpersonal, and problem-solving skills
  • Superior organization, flexibility, and multi-tasking skills
  • High degree of initiative and ability to prioritize tasks in a positive and effective manner, meeting critical deadlines
  • Outgoing, positive, confident professional with a warm disposition
  • Demonstrate commitment to the highest standards of ethical practice
  • Ability to condense and package information in a visually appealing and logical manner
  • Understand the need for professionalism, discretion, and patience when communicating with donors and volunteers
  • Accuracy and attention to detail is imperative
  • Proficient keyboarding skills and proven in-depth knowledge of Microsoft Office Suite
  • Experience with Raiser’s Edge/NXT fundraising software an asset
  • Experience using social media platforms including Facebook, Twitter, and Instagram an asset

Office Location:
Location of work is 1605 Main St W, Hamilton, ON L8S 1E6

Working Conditions:
The nature of the work is such that some evening and weekend work is required

Interested applicants please submit your resume and cover letter to:

Orna Richter – Executive Director
Jewish National Fund of Regional Ontario

orna.richter@jnf.ca

No phone calls please. We would like to thank all who apply, but only those selected for an interview will be contacted. Must be available to start immediately.