Planned Giving Administrator

Annual Salary Range: Range $49,000 to $60,000. Expected Hiring Range $50,000 to $56,000

Employment Type: Permanent, Full-Time

Location: Hybrid (3 days in office per week)

Reporting Manager: Director, Planned Giving

Benefits: Extended Health Benefits and eligibility to participate in the BC Municipal Pension Plan

Role Overview

The Planned Giving Administrator plays an important role in supporting the day-to-day operations of the Planned Giving team at St. Paul’s Foundation. This position provides administrative, donor stewardship, and database support to help ensure a high standard of service for donors, advisors, executors, and internal stakeholders.

This is an excellent opportunity for someone interested in nonprofit fundraising, estate administration, philanthropy, or donor relations to build foundational experience within a collaborative and mission-driven environment, and start their career!

Key Responsibilities

• Provide administrative and operational support to the Planned Giving team, including calendar management, meeting coordination, document preparation, expense processing, and general office administration.
• Open, organize, and maintain estate administration files and prepare related correspondence, documentation, and tracking materials to support planned giving activities and workflows.
• Support donor stewardship and cultivation initiatives through donor communications, mailings, invitations, acknowledgements, event coordination, RSVP tracking, and timely follow-up with donors and external stakeholders.
• Assist with the coordination and execution of donor and stewardship events, including managing guest lists, collecting RSVPs, preparing event materials, and providing on-site event support as required.
• Maintain accurate and up-to-date donor, estate, and gift records in Raiser’s Edge NXT and related systems, ensuring a high standard of data integrity, accuracy, and confidentiality.
• Prepare donations and supporting documentation for gift processing and reconciliation in accordance with established policies and procedures.
• Respond to donor, executor, advisor, and internal inquiries in a professional, responsive, and donor-centered manner.
• Contribute to a collaborative, service-oriented team environment and provide general administrative support to the broader Philanthropy team as needed.
• Participate in process improvement initiatives and perform additional related duties as required.

Qualifications & Experience

• Successful completion of a post-secondary degree in Administration, Communications, Nonprofit Management, Business Administration, or a related field, required.
• A minimum 2–3 years of administrative, customer service, or coordination experience, preferably in a nonprofit, healthcare, professional services, or office environment, required.
• Experience working with databases or CRM systems; familiarity with Raiser’s Edge NXT is considered an asset.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.

As a not-for-profit foundation entrusted with donor funds and community partnerships, the successful candidate must complete and pass a criminal background check prior to commencing employment.

To submit your application, please email your resume with cover letter to SPFcareers@phc.ca indicating the job title "Planned Giving Administrator" in the subject line.

About St. Paul’s Foundation

St. Paul’s Foundation raises funds to support patients, residents, caregivers, and families at St. Paul’s Hospital and at Providence Health Care and Providence Living sites across BC. Our generous donors are an essential part of Providence’s mission to deliver compassionate care, innovative research, and world-class medical training and education.

As we look back on our 130-year history – and forward to our future in the new St. Paul’s Hospital at the Jim Pattison Medical Campus – we are ready to further push the boundaries of innovation, research, and patient-centred care for the people of British Columbia and beyond. Truly, our mission and the support of our community have never been more important. www.helpstpauls.com

All Candidates Are Welcome

Diversity, equity, and inclusion are essential to creating a great workplace. At St. Paul’s Foundation, we are fully committed to building a strong and representative team. To that end, we especially encourage applications from members of all communities who are disadvantaged on any grounds under the BC Human Rights Code, including people of colour, people of all genders and sexualities, people with disabilities, and Indigenous Peoples, who, as a result of colonization, are under-represented in positions of economic, social, and political influence and leadership.

Thank you for your interest in working with St. Paul’s Foundation. Only candidates short-listed for interviews will be contacted.