Grants & Administration Coordinator

The Abbotsford Community Foundation (ACF) is a non profit charitable organization that acts as a grant-maker, community collaborator, convener, and capacity builder in our local community. Since its inception, ACF has invested over $20 million back into community - supporting everything from student awards, to flood recovery, to at risk and vulnerable populations, to our agricultural sector, and animal welfare.

ACF is looking for a full time (35 hrs/week) permanent employee for our Grants and Administration Coordinator. This role offers a pay range of $26-28/hr (commensurate with experience) and comes with a comprehensive benefits package. We offer a friendly and passionate work environment and are looking for someone who will fit within our team.

Reporting to the Executive Director or her designate, the Grants & Administration Coordinator (GAC) is responsible for coordinating granting programs facilitated by ACF as well as operational bookkeeping and administration work. This is a job where we rely heavily on Foundant's Community Suite software and great customer relationship skills to provide excellent support and service to our donors, charitable partners, and other stakeholders. Paying attention to the details and being able to multi task while maintaining a sense of calm and order is critical to this role.

We strive to build a team that reflects the diversity of the community we work in and encourage applications from traditionally underrepresented groups such as members of Black, racialized or visible minority communities, Indigenous Peoples, people identifying as 2SLGBTQ+, and people with disabilities. If we can make this easier through accommodation in the recruitment process, please contact us at info@abbotsfordcf.org.

Please note that resumes submitted without a cover letter will not be considered. We appreciate all those who take the time to apply but only those selected for an interview will be contacted. Thank you. 

Responsibilities

Granting Programs

• Coordination & administration of all granting programs (application process, facilitating adjudications, follow up with applicants, reporting and follow-up as necessary).

Financial

• Day to day bookkeeping, including but not limited to:
• Accounts receivables & payables (payments processed bi-weekly)
• Pay out scholarships, grants and vouchers
• Split shared invoices
• Process donations and issue charitable tax receipts in a timely manner
• Process fund holders granting and transfers to capital
• Prepare banking documentation as required
• Prepare monthly and quarterly investment reports
• File all Director changes with government as appropriate (ie. Societies Act & CRA)
• Manage minute book and society filings including the annual report. Update register of directors and file documents appropriately
• Assist with year end tasks and audit preparation

Administrative

• Update database records and their respective affiliations as appropriate
• Maintain up to date mailing lists in database and E-newsletter
• Generate reports from database as needed or as requested by ED
• Maintain updated fund agreement binders and database is updated accordingly
• Assist with general office duties: processing mail, ordering office supplies, filing, answering the office phone, etc.

Other:

• Assist with marketing and event planning as needed
• Other duties as assigned

Qualifications

• 1-2 years of experience with basic bookkeeping for an organization (ideally a non profit or charity) including a strong understanding of accounts payables/receivables
• Excellent attention to detail, strong communication and interpersonal skills
• Able to work independently and as part of a small but dynamic team
• Able to learn new software for donor database, accounting tasks, office administration.