Manager, Office and Operations

WHO ARE WE
For almost 20 years, the Louis Brier Jewish Aged Foundation has been a key player in senior care in the province of British Columbia. We are in the business of enhancing the quality of life of our local senior population and of some of the most vulnerable members of society. We fund and support important positions, medical equipment, services, programs and vital care components provided by the Louis Brier Home & Hospital and the Weinberg Residence (the Snider Campus), which also supports Assisted Living and Multi-Level Care units, with a total of 275 residents between the ages of 40-105.

Vancouver Coastal Health provides basic funding for many services required in a long-term care facility and hospital. However, we, at the LBJAF, are fortunate to have a community of donors who recognize that life is not solely about beds, food and medicine, and are incredibly proud that our residents’ lives are enriched day by day through our Foundation.
With the support of our valued donors, the LBJAF enhances the quality of life of our residents through (including, but not limited to):

 Medical Equipment
 Infection Prevention & Control
 Quality and Risk Management
 Rehabilitation
 Occupational and Recreational Therapy
 Special Companion Program
 Music Therapy  Chaplaincy, Tradition and Culture
 Human Resources
 Volunteer Program Coordinator
 Staff Education
 Emergency Capital Upgrades
 Resident Care
 Staff Education
 Safety and Security for the Campus

RESPONSIBILITIES

1. Fundraising and Stewardship
• Manage all donor stewardship and recognition programs – including Memorial Plaques, Tree of Life Plaques, Benches and Gallery of Donor Plaques. This includes coordinating with donors, suppliers and installers to ensure accuracy and completion.
• Represent the LBJAF, as appropriate, in developing relationships with donors and partners, identifying new potential prospects, acknowledging contributions and following up on any inquiries related to gift information and payment processing to ensure proper donor cultivation and stewardship.
• Manage Tribute Card Program - answer donor calls/requests, process and mail cards, enter transactions into the database and archive records.
• Manage Holiday Card Program – work with previous donors, confirm lists and greetings, as well as process cards.
• Manage all stewardship letters, including acknowledgment and thank you letters for donors.
• Donation Processing - manage the entry, review and processing of all gifts, pledges, pledge payments and invoicing.
• Assist in all aspects of campaign management and implementation: strategy, case for support creation, communications, development of materials, canvasser recruitment, training, management, prospecting, gift processing, acknowledgments, invoicing and receipting.
• Produce ongoing campaign progress and campaign reporting, as well as all fundraising progress and reporting throughout the fiscal year.
• Assist in grant proposals and applications to foundations and corporations.
• Facilitate all the LBJAF’s event planning and coordination of activities.
• Review batches and coding prior to committing gifts into donor database. Ensure donations and pledges are processed and reconciled in an accurate and timely manner.
• Maintain a comprehensive filing system of gifts, funds, supporting information and all office records for historical documentation, donor-stewardship and audit purposes.
• Lead the production and distribution of all donation acknowledgements, donor tributes, invoices and tax receipts.

2. Database
• Responsible for database operations and data security, including entering all data related to the above managed programs and donors, while managing ongoing data integrity and cleanliness with up-to-date information.
• Manage and input all new donations and batching for credit cards, cash, cheque, online, stocks, or bonds.
• Manage data entry of new and existing constituents.
• Manage all tax receipting, invoicing and mailing.
• Serve as a liaison to Finance Team, assisting with month-end and year-end bank reconciliation between donor database and accounting software.
• Subscribe to and scan community resources to enter appropriate life cycle events in Keela.

3. Communications
• Coordinate with Executive Director to implement the ongoing communications plan, including print, email, social media, promotions, advertising and website updates.

4. Operations
• Manage all operative aspects of the LBJAF while maintaining efficiency in office processes, including reception, correspondence, office inventory, office manuals and both digital and paper filing systems.
• Manage all small capital issues in the office, including office equipment purchase and maintenance, maintenance of artwork inventory and other projects that may arise from time to time.
• Manage operative aspects of events including attendance lists, RSVPs, sales and logistics.
• Planning and execution of Annual General Meeting.
• Support the Executive Director with all aspects of board meetings, including preparing agendas and minutes, as well as attending all board and other meetings as required.
• Manage community notices for forwarding electronic filing and database integrity.
• Management of Gift-in-Kind equipment program with Louis Brier Home & Hospital and tax receipts.
• Manage all tax receipting, invoicing and mailing.
• Serve as a liaison to Finance Team, assisting with month-end and year-end bank reconciliation between donor database and accounting software.
• Subscribe to and scan community resources to enter appropriate life cycle events in Keela.

SKILLS AND QUALIFICATIONS
• Minimum of 2-4 years of previous experience in office administration and fundraising
• Working knowledge of CRM database systems, data entry and reporting
• Full command in MS Office, including MS Word, Excel and PowerPoint
• Exceptional attention to detail
• Extremely committed, organized and reliable
• Excellent verbal, written and presentation skills
• Outstanding customer service and interpersonal skills
• Demonstrated ability to work efficiently under pressure and remain focused within an evolving work environment
• Experience in grant writing and development of grant proposals is an asset
• Knowledge of Jewish customs and traditions required
• Knowledge of social media, QuickBooks, local community are all assets

How