Full Time Administrative Coordinator

DHQ - Development Departmet
November 29, 2019
Toronto, Canada
Job Type
$18.50 - $27.75 per hour
Interested applicants must respond in writing to
Anthony Holl: Anthony_Holl@can.salvationarmy.org
Closing date
December 31, 2019


The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Core Values

The Salvation Army Canada and Bermuda has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

Position Purpose Summary:

The Development department’s Admin Coordinator, is responsible for providing administrative support to the members of the Major Gifts team and the Divisional Director of Development. The primary responsibilities include confirming donor meetings for the Divisional Director of Development and the major gifts team ensuring a high volume of confirmed donor meetings based on weekly, bi-weekly, and monthly metrics; inputting, extracting and reviewing data from a relationship database (referred to as Raiser’s Edge NXT), providing input, supporting the teams’ fundraising initiatives, and managing a variety of administrative tasks such as writing letters, working with all Microsoft office programs, answering phones and emails and creating queries simultaneously.


Database System Management:

  • Track all funder engagement activity and update/maintain regular activity reports of fundraisers and volunteers
  • Manage administrative next steps by sending proposals and gift agreements for review and signature
  • Update and track all prospect information, run queries and reports within Raiser’s Edge NXT including weekly, monthly and quarterly reports on fundraising and dashboard metrics

Administrative Support and Coordination:

  • Schedule and confirm donor meetings for highest potential prospects towards gift closure, follow up on calls to donors, and responsible for data entry of all donor meeting and correspondence
  • Maintain a high level of professionalism when interacting with internal and external stakeholders
  • Assist with direct mail communications between THQ and DHQ
  • Manage the creation, briefing and distribution of meeting agendas and materials, arrange meeting facilities and catering; may take, transcribe and compose minutes
  • Coordinate and assist with meeting and travel arrangements for donor meetings
  • Provide back-up administrative support, as required, to Planned Giving and Major Gifts
  • Read, respond or delegate all emails that come into the personal mailbox / donor mailbox / and family sponsorship mailbox/ OCE Security mailbox (Donor mail box is "catch all" of requests, questions, complains and comments)
  • Confirm new employee information and ensure they are set up for timely and accurate payment and assist with benefits administration

General Administration:

  • Coordinate incoming donor calls and donor guest visits to the department
  • Pick up and process / distribute incoming mail
  • Manage manual report from Ultipro and enters lieu time, including manual adjustments on behalf of Divisional Development
  • Additional office duties and projects as required


  • Completion of a Post-secondary diploma education or equivalent with an academic background in business administration
  • Data analysis certifications/training is an asset
  • Minimum of 2 to 3 years of administrative experience and/or 1-3 years prior related experience in research and prospect management, with demonstrated mastery in the collection, analysis, interpretation and evaluation of information
  • An understanding of fundraising CRM (Raiser’s Edge NXT) is an asset
  • Demonstrated track record of project management and problem-solving
  • Ability to organize, manage, prioritize and multi-task a diverse range of assignments and reports with high efficiency, accuracy and timeliness
  • Knowledge of Raiser’s Edge and/or fundraising preferred
  • Exhibit a positive attitude with a demonstrated ability to be adaptable to change by focusing on solutions and identifying opportunities for improvement
  • Familiarity with fundraising CRMs tools
  • Proficiency with Microsoft Office Word
  • Exemplary information management and data retrieval skills
  • Experience using data visualization packages, dashboards and business intelligence solutions
  • High level of integrity, sound judgement and the ability to cultivate and maintain relationships of trust and confidentiality.
  • Excellent organizational and time management skills
  • Demonstrated ability to provide administrative support to the executive management team
  • Demonstrated ability to work independently while complying with all procedures and direction
  • written and spoken communication skills
  • Strong interpersonal relationship building skills
  • Adaptable and flexible while ensuring all critical deadlines are met
  • Demonstrated ability to maintain confidential information

Successful candidate will be required to provide upon hiring:

  • A clear criminal record check
  • Participate in our online Armatus Abuse Training and Health and Safety training required upon hiring, as well as updated annually

HOURS: 40 hours per week



The Salvation Army will accommodate candidates as required under applicable human rights legislation.   If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.

If there is a competition number associated with this posting, please include within the subject line of your email, fax or regular mail correspondence.

The Salvation Army will accommodate candidates as required under applicable Human Rights Legislation. If you require a disability related accommodation during this process, please inform us of your requirements.

In accordance with The Salvation Army policy and legislated requirements, employment is conditional upon the verification of credentials and completion of a background check.

Internal Applicants: Please advise Department Heads of your intentions prior to submitting your application.

Imagine Canada Standards - Accredited

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