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Area and Program Administrator


Position: Area and Program Administrator
Reports to: Area Manager
Department: Community Engagement
Location: Prince George, BC
Status: Permanent; Full-time

The Heart and Stroke Foundation

Life. We don’t want you to miss it.™ Saving moments. Funding breakthroughs. Saving lives.™

That’s why Heart & Stroke leads the fight against heart disease and stroke. Powered by donors and volunteers, we fund life-saving research and help Canadians lead healthier lives. 

Heart & Stroke is a health charity active in communities across the country. We are sustained by the commitment and generosity of more than 100,000 volunteers and more than 1.4 million donors.

The opportunity

We are seeking an organized, flexible, and goal-oriented professional for the role of Area and Program Administrator (APA) in our Prince George office. Reporting directly to the Area Manager, the APA is accountable for providing administration support, office management services, and fundraising maximization. In addition, the role is responsible to meet the Person to Person Canvassing Campaign goal through effective recruitment, coordination, and motivation of volunteers. This includes:

  • Maintaining consistent administrative and financial practices in accordance with Foundation guidelines 
  • Being knowledgeable and current with Foundation policies, procedures, programs, resources, partners, and local activities
  • Supporting office volunteers and committee volunteers acts as a resource with donors/volunteers/public/vendors and all internal stakeholders
Key responsibilities

Fundraising, business management, and health promotion:

  • Meets the annual fundraising goal of the Heart Month Campaign by managing volunteer resources and individual campaigns within the Area Office
  • Works with the Area Manager, develops and implements appropriate plans for campaign maximization and execution that will incorporate captain planning meetings, recruitment and orientation of captains and canvassers, customer service, and training events
  • Works with the Area Office team to ensure relationships are managed seamlessly  
  • Assists Area Manager in identifying and delivering operational plans and tactics for growing community presence, fundraising, and business relationships
  • Assists Area Manager in developing plans and tactics for strengthening volunteer structures including meetings, etc.
  • Contributes to the effective delivery of programs by supporting the teams and providing  administrative support to ensure success in the implementation of all HSF programs
  • Facilitates the implementation of the In Honour program including sending cards, receipting, and obituary tracking
  • Receives, coordinates, tracks, and prepares resources for health promotion presentations and displays

Customer service:

  • Provides support to volunteer and staff working groups, including information delivery and the tracking and follow-up of office brand activity
  • Acts as the front line resource person for general public and donors, ensuring reception coverage at all times for Big Bike, Person to Person, Jump Rope for Heart, My Own Fundraiser events and donations
  • Provides internal and external communication support (e.g. responding to telephone and walk in inquiries/donations, facilitating registration requests, liaising with provincial partners, responding to enquiries) 
  • Maintains a list of affiliated organizations and agencies and knowledgeable about the services they offer 
  • Represents HSF with volunteers, donors, customers and general public in a professional and courteous manner 
  • Receives, coordinates, tracks, and prepares resources for health promotion presentations and displays, ensuring that services and equipment are available to both internal and external customers through direct action of training
  • Supports the Area Manager to meet the annual fundraising accountability of assigned programs

Finance and administration:

  • Ensures through direct action or training of volunteers to correct financial entry, reporting, and data management
  • Manages all financial activities related to community engagement (e.g. banking, daily cash log, cash management, income tax receipting, gifts in kind procedures, NSF Cheques) as per the
  • Finance Department guidelines
  • Processes, tracks, and reconciles all operating and event expenses; provides input into operating budget planning
  • Retains all pertinent financial records, including tax receipts and banking information as per Finance Department guidelines 
  • Responsible for ensuring accurate and timely data entry in Foundation databases as outlined by Data Standards 
  • Assists Area Manager in collecting data and preparing various monthly statistical and program evaluation reports
  • Processes all mail, parcels, orders, and shipments 
  • Ensures office security procedures are maintained and followed
  • Maintains centralized filing system (manual and computer) 
  • Maintains an appropriate inventory of HSFC materials and office supplies 
  • Provides administrative support to ensure success in the implementation of all Community Engagement programs 
  • Completes office review on a quarterly basis in conjunction with the Area Manager

Volunteer resources:

  • Builds and maintains positive volunteer partnerships in support of the effective execution of programs
  • Implements the recruitment, orientation, training, direction, stewardship, and recognition of volunteers
  • Assesses volunteer skills and ensures volunteers are matched to appropriate tasks 
  • Provides necessary administrative support to Community Engagement volunteer committees 
  • Supervises volunteers/students/government placements in administrative capacities; ensures relationship is mutually beneficial and required reporting is followed up on

Area office: 

  • Maintains efficient and effective office systems and services
  • Ensures all staff and volunteers receive adequate training and are knowledgeable about office systems, procedures and equipment 
  • Ensures a clean and professional office environment is maintained 
  • Maintains a functional understanding of the office systems, equipment and computers supporting an accurate understanding of the Foundation’s business systems use 
  • Completes regular data back up 
  • Adheres to the published policies regarding computer and office equipment use; ensures compliance by other staff and volunteers
Qualifications
  • Valid driver’s license and access to own vehicle for travel
  • Availability to work evenings and weekends as required 
  • Relevant education with a proven track record of success as an administrator
  • 2-3 years customer service experience and fundraising experience
  • Bookkeeping or accounting experience (specifically knowledge of reconciling and budget monitoring)
  • Previous fundraising, marketing, and/or sales experience an asset
  • Experience collecting and depositing money
  • Strong data entry experience; data management
  • Experience with recruitment, training, and leading/supervising volunteers/students
  • Experience in not-for-profit and/or health promotion an asset 
  • Volunteer development and management experience
  • Strong office administration and organizational skills
  • Strong attention to detail and accuracy
  • Ability to multi task with frequent interruptions
  • Proven ability to manage high volume of workload; thrives in a busy office environment
  • Ability to prioritize; sense of urgency   
  • Excellent interpersonal and customer service skills
  • Able to work independently and as part of a team
  • High degree of professionalism, confidentiality, tact, and diplomacy 
  • Intermediate to Advanced PC skills with MS Office and Windows 7P; superior Excel skills
Applying

If you have the qualifications and share our passion for our mission, we invite you to forward your resume, cover letter, and salary expectations to careers@hsf.ab.ca immediately. Please include the reference number APA201803PG and your name (first and last) in the subject line of your email. This posting will remain open until a suitable candidate is found.

We offer comprehensive benefits, including pension, and dental and medical coverage.

We thank all applicants for their interest however, due to volume, we can only contact those selected for interviews. 

Candidates from diverse groups are encouraged to apply. We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require an accommodation due to disability to participate in the recruitment and selection process, please advise and we will work with you to meet your needs.

Learn more and get involved with Heart and Stroke at www.heartandstroke.ca

™Life. We don’t want you to miss it., Saving moments. Funding breakthroughs. Saving lives., and the heart and / Icon on its own or followed by another icon or words in English are trademarks of the Heart and Stroke Foundation of Canada.