Department Summary
St. Michael's and Providence Foundation (SMPF) is the exclusive fundraising organization to generate and manage philanthropic funds for St. Michael’s Hospital and Providence Healthcare, within Unity Health Toronto. Through multiple lines of fundraising income generation and stewardship activity, SMPF, in conjunction with Unity Health, will define and promote the St. Michael’s and Providence brands to maximize philanthropic revenue to fuel their healthcare, research, teaching and health equity missions. We will inspire our communities, local, provincial, national and international, to invest in our organizations’ priorities to drive and implement innovation that will equitably support all members of our society to manage and overcome disease and health crises and live healthier lives to create a more inclusive and thriving society. Join us!
Position Summary
The Coordinator, Gift Processing and Administration provides essential operational and administrative support to the Finance and Gift Processing team, contributing to the accurate, timely, and efficient processing of donations and the smooth day-to-day operations of the Foundation. The position supports the maintenance of donor records, donor receipting, gift documentation, internal communications, and related administrative processes to help ensure the integrity and completeness of gift records.
Working collaboratively with Finance and Gift Processing colleagues and other internal stakeholders, the role helps maintain effective workflows, respond to routine inquiries, coordinate follow-ups, and ensure information is appropriately recorded and communicated. The position also provides general office administration and reception support as required, contributing to an organized, responsive, and professional workplace.
Responsibilities & Activities
- Gift Processing and Donor Receipting
- Support the accurate and timely processing of donations and donor receipts in accordance with established policies, procedures, and applicable requirements.
- Assist with the creation, maintenance, and reconciliation of gift batches and related records, as applicable.
- Process routine donor record changes, cancellation requests, and receipting adjustments, ensuring information is accurately documented.
- Assist with resolving gift processing and receipting inquiries and escalate discrepancies or complex matters as appropriate.
- Donor Records and Communication
- Monitor and manage incoming communications (including mailbox) and requests related to gift processing, ensuring timely responses, appropriate routing, and follow-up.
- Coordinate internal notifications and follow-ups related to donations, gift documentation, and donor information.
- Maintain returned mail records and process related updates to support accurate donor information and communications.
- Handle donor information and supporting documentation confidentially and in accordance with established privacy and information-management practices.
- Administrative and Operational Support
- Provide general administrative support to facilitate the effective operation of the Finance and Gift Processing team.
- Support banking, deposit-related activities, and the handling and distribution of incoming mail as required.
- Assist with routine administrative processes and departmental requests to support continuity of daily operations.
- Identify and communicate processing issues, recurring administrative challenges, or opportunities to improve existing workflows.
- Reception and Front Desk Support
- Provide backup reception and front desk coverage as required to maintain consistent office operations.
- Assist with incoming calls, visitor inquiries, and general reception responsibilities, ensuring a professional and welcoming experience.
- Support the coordination of front desk coverage and related administrative activities as needed.
- Team Collaboration and Process Compliance
- Work collaboratively with Finance and Gift Processing colleagues and other internal stakeholders to support departmental priorities.
- Follow established policies, procedures, internal controls, and documentation requirements.
- Manage assigned responsibilities effectively, balancing routine processing activities with incoming requests and changing priorities.
- Participate in training and ongoing learning to maintain familiarity with relevant systems, procedures, and organizational requirements.
- Contribute to a positive, service-oriented team environment and support operational needs as required.
Qualifications And Experience
- Post-secondary education with a focus on Business Administration, Office Administration, Accounting, or a related field is required.
- Previous experience in administrative support, data entry, customer service, transaction processing, or a similar role is an asset.
- Experience working with databases, financial systems, donor management systems, or other business applications is an asset (e.g., Raiser's Edge/Financial Edge, Funraisin, Fundraise Up) .
- Strong attention to detail and accuracy in high-volume transaction processing.
- Ability to manage multiple deadlines and prioritize competing demands.
- Strong organizational and time-management skills.
- Good written and verbal communication skills for donor and internal stakeholder interactions
- Experience handling confidential information and maintaining accurate records is an asset.
Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.