Office Assistant

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Sinai Health Foundation
  • Administrative / Clerical Support
  • Customer Service / Support
  • Event Coordination
  • Member Relations
Full Time
  • Ontario - Metro Toronto Area - Toronto
Entry Level$42,500 - 50,0002019-01-032019-01-20

As one of Canada’s pre-eminent patient care, research and academic health science centres, Sinai Health System has a well-earned reputation for excellence in the community, across Canada and internationally.

Sinai Health System Foundation raises and stewards funds to support patient care, world-leading research and innovative education at Sinai Health System, developing collaborative, long-term relationships across the community. The generous support of donors fuels hospital initiatives, care and innovation, that improves the quality of life for our patients, and advancing medical sciences globally.

The Foundation has recently embarked on an exciting and challenging journey to implement its five-year strategic plan. We are looking for a highly motivated and experienced professional to become part of our team and contribute to the success of our plans.

The Foundation is seeking a self-motivated and proactive individual with exceptional interpersonal and communication skills to fill a full-time role of Office Assistant. Reporting to the Manager, Annual Giving, the Office Assistant will be the first point of contact for donors, volunteers, staff and visitors to the Sinai Health Foundation and will be responsible for the general administrative duties of the office.

Responsible for all reception duties including:

  • Act as the first point of contact for donors, volunteers, staff and visitors.
  • Respond to donor requests/inquiries by answering calls in a timely and effective manner.
  • Manage Leadership and Annual Giving office assistant volunteers.
  • Manage the Sinai Health System main email accounts for Sinai Health foundation, Bridgepoint Foundation and Arthritis Research Foundation)
  • Effectively follow up with donors via phone, email, mail and in-person.
  • Capture, record and process donations received by phone or in-person.
  • Respond to donor requests/inquiries by answering calls in a timely and effective manner.
  • Create, update and maintain accurate donor records in Raiser’s Edge database.
  • Ensure timely distribution of materials and documents both internally and externally including sorting mail and faxes, responding to emails and making courier arrangements.
  • Provide support to Leadership and Annual Giving & Analytics team colleagues, events, foundation mailings & overflow of administrative duties for the team. General administrative office duties, including filing and photocopying.
  • Assist in maintaining office supply stock levels including inventory checks.
  • Order kitchen supplies when requested by staff member on Kitchen duties and arrange for office maintenance with suppliers.
  • Receipt and disbursement of office supplies orders.
  • Tracking and entering invoices in the purchasing system.
  • Assist in accepting and maintaining boardroom booking requests via Outlook.
  • Manage the Sinai Health Foundation ECHOage account.
  • Proof Tribute Card donation entries and other donor communications.
  • Generate Tribute Cards and prepare for mailing when needed.
  • Generate pre-formatted donor thank-you letters, tax receipts and invoicing.
  • Perform research to ensure accurate information is entered into the database. This may include web searching for obituaries, phone numbers and new addresses as well as communication with donors.
  • Update donor information in Raiser’s Edge, verify receipting and respond to donor inquiries. Ensure timely research and database correction for any and all returned mail.

Job Requirements

  • Successful completion of a college diploma from an accredited educational institution.
  • Minimum of two (2) years of related experience preferably within a large dynamic not-for-profit environment (exposure to a fundraising environment an asset).   
  • Effective verbal and written communication skills and ability to communicate in a tactful and professional manner.
  • Working knowledge of Raiser’s Edge or similar database an asset.
  • Respectful and service oriented with demonstrated ability to attend to details; exceptional follow-through as demonstrated through effective customer service experience.
  • Works well in a diverse team environment with the ability to multi-task and meet deadlines.
  • Demonstrated excellent work performance and attendance history.

The successful applicant will be an employee of the Sinai Health Foundation, not Sinai Health System.

All employees will follow safe work practices and comply with the roles and responsibilities that are outlined with respect to health and safety policies, procedures and training at Mount Sinai Hospital. In accordance with Hospital policy and legislated health and safety requirements, employment is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases.

Sinai Health Foundation is a scent sensitive environment and all members of the community are expected to refrain from wearing or using scented products while visiting or working at the Hospital. We also support a barrier-free workplace supported by the Hospital’s accessibility plan, accommodation and disability management policies and procedures. Should you require accommodation at any point during the recruitment process, including accessible job postings, please call the Accommodation Phone Line at 416-586-4800 ext. 7050 or email HiringProcessAccommodation@mtsinai.on.ca.

Equity. Good For Our Health.
Join Our Team. Join Our Future.

 

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