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Job Description:
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JOB SUMMARY
Reporting directly to the Chief Executive Officer, the Office & Database Manager will have primary responsibility for the financial administration of the Foundation’s operating budget, developing appropriate administrative systems, records management and reporting. The incumbent oversees the Foundation’s expenses and revenues, ensuring donations, pledges and other funds are tracked and reported accurately, and takes a pro-active role in designing appropriate financial tracking and reporting processes, with close interface with the Gallery’s Finance department.
The Office & Database Manager also manages the Foundation’s Client Management System (CMS) database, is responsible for data entry and reporting for the Foundation, including the building of reports, tracking donor activity, preparation of donor fund reports and the processing of a high volume of donations and tax receipting.
He/she will also manage the overall administrative tasks of the Foundation, overseeing and maintaining a filing and information management and retrieval system, ensuring a high degree of organization, and the optimal functioning of office systems and processes.
MAIN DUTIES:
Financial Administration
• Manages and maintains financial record keeping, tracking expenses, donations, pledges, and other revenues for budget management purposes, including the processing of invoices and completion of travel claims for Foundation staff members;
• Tracks all pledges and gift entries, invoices for pledge payments, and reports on pledge balances as requested;
• Reconciles gift entry and financial statements with the Finance Department weekly, monthly and annually or as required;
• Prepares financial data for the quarterly report, the dashboard, and other financial reporting information required for Board of Director’s meetings, special committee meetings and other meetings as required;
• Coordinates monthly departmental variance reports.
Database Management and Usage
• Manages and customizes the Client Management System (CMS) to ensure data integrity, and conducts all gift and pledge entries and associated data;
• Oversees a system that monitors the pool of highly rated prospects;
• Maintains accurate entry of data, integrity of queries, and consistency of accurate reporting;
• Generates Foundation dashboards and financial reports for the Foundation’s monthly, quarterly and annual requirements;
• Data management and tracking, analysis and administration;
• Produces appropriate and accurate donor lists for Foundation needs as required;
• Coordinates closely with Finance, Advancement and Foundation staff to leverage the Raiser’s Edge database to manage deadlines, produce giving reports, and evaluate progress towards achieving revenue objectives;
• Produces regular status reports on fundraising results and projections as necessary.
General Administrative Support
• Manages general department procedures and provides general administrative support to Foundation staff members;
• Oversees and maintains an administrative filing system and processes for filing and information retrieval. Ensures an appropriate level of organization and the optimal functioning of office systems and processes;
• Maintains an inventory of office supplies and equipment;
• Responds to enquiries/requests by telephone/email from donors and others in a friendly, timely and professional manner;
• Coordinates acknowledgements and mailings to donors, Board members and others, including regular distribution of publications and other stewardship initiatives;
• Provides support for scheduling and preparing meetings, including hospitality requirements;
• Provide assistance to the CEO’s Executive Assistant in his/her absence;
• Provides support to the Managing Director;
• The incumbent will perform other related duties as required.
Please visit www.gallery.ca
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