OFFICE COORDINATOR JOB DESCRIPTION
The Prince George Community Foundation supports Prince George, through the building of permanent endowment funds donated by generous donors. These endowment funds provide ongoing income to support grants to charities to meet the changing needs of our communities. The Prince George Community Foundation is an independent, volunteer driven charitable foundation established in 1995. The Office Coordinator position is 20 hours a week, to start with the opportunity to increase hours as required. This position will support the operations and activities of the Community Foundation through strong organization and planning, effective communication, an ability to maximize the use of technology, and the development of an understanding of the role of a community foundation.
DUTIES AND RESPONSIBILITIES
Reporting to the Executive Director, the Office Coordinator is responsible for assisting with a range of interesting activities:
o Provides administrative support to the Executive Director and the Board of Directors through the organization of meetings, internal communications, and the preparation of documents, minutes, reports and other information
o Maintains and develops information in the Income Manager integrated database as required (such as contacts, financial information, and grant distribution information), and organizes the data for the retrieval of reports related to communications, financial information, etc.
o Assists with the preparation and distribution of a variety of communications (such as media releases, newsletters, pamphlets, and reports), and maintains the efficiency of the public website and other communication formats.
o Assists with the coordination and organization of the foundation’s special events, including the coordination of invitations, ticket sales, database entry, and other details.
o Assists with stewardship of donors through data updates, correspondence, fund reports and invitations, as well as friendly conversation.
o Provides assistance with the various stages of the granting process including distribution and receipt of applications, preparation of information for the grant distribution
1 committee, ensuring that all required information and documentation has been received to finalize the grant, and ongoing communication with grant recipients.
o Ensures efficient operation of the foundation office, prepares documents as required for the accounting technician (invoices, deposits), maintains office supplies, maintains paper files and computer network files using Office 365, MS Windows, etc.
o Performs other duties as assigned.
KNOWLEDGE AND SKILLS REQUIRED
o Experience and Education Relevant post-secondary education and a suitable combination of education and experience
o Strong Administrative Support Skills The work requires very strong planning and organizational skills. Constant attention to detail is very important: Accuracy needs be achieved (spelling, grammar, and numbers) through editing and proof reading.
o Effective communication skills, both oral and written. Excellent interpersonal skills are required to deal effectively with board members, foundation supporters, community organizations, and the general public. The ability to communicate and collaborate in a positive, team work environment with other staff members, the Executive Director, and the volunteer Board of Directors, is very important. The ability to communicate information in a clearly written text is important.
o Excellent technological skills An intuitive facility with today’s Internet based technology is useful. A thorough knowledge of Microsoft Office applications is essential.
WORK ENVIRONMENT
o The office in located centrally in downtown Prince George and a parking space is provided. o Business hours are the norm, however some work at other times for meetings and events is required. o It is a professional and collegial work environment that values commitment and flexibility.
REMUNERATION o Remuneration is commensurate with experience, education and skills.
August 31, 2017
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