Donations and Administrative Assistant

Trans World Radio Canada

Donations and Administrative Assistant

TWR Canada is looking for an energetic, enthusiastic Donations and Administrative Assistant (DAA) to join our team in a full time (40 hrs/wk) capacity. With a heart to serve others, the DAA is a warm, welcoming face and voice for our team. With responsibilities ranging from receptionist duties to processing and acknowledging donations, maintaining accurate donor database records, providing reporting support to leadership and filling in administrative gaps, this is a multi-faceted customer service role designed to help TWR Canada’s donors, visitors, missionaries, and staff feel valued and partnered with our Christian ministry.

Type: Permanent, full-time role (40 hrs/week)

Location: London, Ontario (in-office role)

Reports to: Director of Finance & Administration

Salary: $44,000-$50,000 annually, based on experience, plus benefits

Application Deadline: November 22, 2024, or until filled (applications to be reviewed on a rolling basis)

Responsibilities:

Reception

• Provide a positive, welcoming environment for all callers and visitors
• Respond to all general inquiries including answering telephone calls, booking appointments, and ensuring staff/volunteers/donors/visitors are greeted and directed to the appropriate resource with exceptional customer service
• Responsible for general administrative support, including photocopying, scanning documents, writing/sending letters and emails and monitoring general voicemail and email accounts
• Collect and distribute incoming mail and courier packages and process outgoing mail and courier packages

Administrative Assistance

• Attend meetings when required, and prepare documentation for board and other meetings when requested
• Create and maintain an emergency contact binder for quick access to important contacts
• Maintain an up-to-date departmental procedures binder
• Prepare supplies for community events, and track inventory and maintenance of materials and equipment (swag, technology, etc.)
• Update calendars and send out notices to staff with news and events
• Arrange catering for meetings and events, as requested
• Coordinate with travel agency to arrange staff travel, as required
• Monitor and order cleaning and office supplies inventory
• Prepare and make bank deposits
• Provide day-to-day assistance to staff as needed

Gift Processing

• Process all incoming donations received by mail, online, phone, or at events using our online fundraising and gift-processing platform and our customer relationship management (CRM) database
• Pray with donors over the phone at time of gift processing, communicating shared partnership through their generous giving
• Create, update and maintain donor profiles and records with high degree of accuracy in donor database
• Prepare and send gift acknowledgments and receipts in a timely manner following CRA receipting requirements, in collaboration with other team members
• Organize and maintain donor files ensuring confidentiality and security of files
• Batch donations to reconcile donation reports with banking information and the finance team monthly
• Access 3rd party payment portals (such as CanadaHelps.org) to reconcile donor giving
• Work with the Director of Finance & Administration to ensure compliance with all donor-related policies and procedures, as well as relevant laws and regulations
• Oversee and maintain compliance for gift entry by our China ministry office in Markham

Database Maintenance, Analysis & Reporting

• Add new donors and update donor contact information
• Run regular quality control reports to ensure data is accurate and current
• Maintain key donor and gift database code tables for reporting and to ensure clean integration with our website and financial systems
• Maintain accurate pledge information for recurring gifts
• Create and maintain user-friendly reports and dashboards to facilitate data-driven decision-making
• Prepare weekly, monthly and quarterly reports for leadership and other departments as requested
• Organize and participate in training sessions to enhance team members’ data-related skills and knowledge of CRM and online giving platform
• Maintain and administer database using global changes, importing, mail and donor segmentation functions, in coordination with our Software Specialist
• Communicate effectively with colleagues to gather information and resolve data-related queries

Fostering Donor Relations

• Develop a warm rapport with donors
• Follow up with donors who make requests by mail or phone for tax receipts, additional information, or gift clarification, ensuring an excellent donor experience
• Contact monthly giving donors for credit card renewal information
• Call donors to advise of upcoming events in their area
• In coordination with the fundraising and donor engagement team, send cards or letters to donors for special occasions, including birthdays, anniversaries, loss of loved ones, as a means of donor encouragement
• Pray with and for donors regularly, seeking opportunities, and share appropriate prayer requests with staff.

Since no job description can encompass all duties that may be required, we expect all TWR Canada team members to occasionally carry out other responsibilities broadly consistent with those listed in their position description.

Qualifications & Competencies

• Passionate about TWR Canada's vision, mission and values
• Spiritually mature with an evident love for God and people
• Bachelor’s Degree or College Diploma in a relevant discipline or a combination of education and related experience
• Minimum 2 years’ full-time administrative experience, preferably in a nonprofit or ministry setting
• Experience with a CRM database (experience with DonorPerfect and/or GiveCloud is an asset)
• Experience discreetly handling confidential information with knowledge of applicable data privacy law
• Strong customer service, communication and interpersonal skills, with attention to detail
• Must be resourceful, flexible and able to work independently with minimal supervision
• Have advanced proficiency using the Microsoft 365 Office suite
• Ability to work in fast-paced environment with excellent time management, multi-tasking, and a can-do attitude
• Demonstrated commitment to personal and corporate prayer as a vital part of the ministry culture and decision-making process, including leading and participating in regular prayer meetings and devotions with staff and volunteers
• Ability to work extended hours during peak periods, 2-3 times per year, if needed
• Current clear Criminal Record Check
• Legally eligible to work in Canada

The following are considered to be bona fide occupational requirements of this position.

• Faith: as TWR Canada is a faith-based organization working primarily with Christians and those promoting the Christian faith, the person who holds this position must possess a sincere and enduring Christian faith that aligns with our organization’s faith statement. They must be regular attendees of a local Christian community. Annual signing of the statement of faith is required to remain in this position.
• A Christian Lifestyle: for similar reasons as above, the individual must have a lifestyle consistent with biblical Christianity, actively abstaining from sinful or shameful behaviour including, but not necessarily limited to, theft, lying, greed, idolatry, violence, rage, fraud, slander, gossip, lawbreaking, drunkenness, divisiveness, and sexual immorality. Annual signing of the Lifestyle statement is required to remain in this position.

To apply:

Please submit a complete resume as well as cover letter, detailing how your qualifications match this opportunity by November 22, 2024. Applications will be reviewed on a rolling basis, and will not be considered without a cover letter. You are encouraged to apply early, as we are motivated to fill this role as soon as possible. No telephone inquiries, please. As a Christian ministry, adherence to our Statement of Faith is required.

The Organization:

TWR Canada was founded in 1973, and together with international partners, local churches and other ministries, TWR provides relevant programming, discipleship resources and dedicated workers to spread hope to individuals and communities around the globe. Whether using high-powered radio to reach people in the Middle East and Latin America, streaming content to Internet users in Asia and Europe or visiting face-to-face with listeners in Africa, TWR leaves a lasting spiritual footprint.

TWR Canada has a staff of approximately 30 part-time and full-time employees across Canada, with about half based in our London, Ontario office. In addition, many missionaries and volunteers perform valuable work in the office, across the country, and around the world.