Associate - Annual Programs (TYO-022)

Associate - Annual Programs (TYO-022)

09 Nov
Hotel Dieu Hospital

09 Nov

Hotel Dieu Hospital



Reporting to Manager of Annual Programs, the Associate provides administrative support to the Annual Programs team.

Within this role, the Annual Programs Associate is accountable for contributing to the delivery of the UHKF strategic plan.

From time to time, the position may be required to support other areas of the Annual Programs team mandate, on request.


Provides administrative support to the Manager of Annual Programs and provides support to Direct Marketing, Annual Giving Leadership and Donor Relations. Produces correspondence, meeting notes and other documents, handles telephone inquiries related to specific programs. Interacts with donors,

hospital leaders, community event organizers and volunteers for various inquiries.

Completes data entry for Manager of Annual Programs and Senior Development Officers Direct Mail and Donor Relations, recording activity with donors in Raisers Edge data base

- Gathers relevant information for score card

- Update all constituent information (address, contact information, relationship links, salutation/recognition preferences)

- Link donor documents to the media tab

- Transfer all information from call reports to database

- Generate various reports for monthly reporting

Schedule various meetings and prepare materials for, monthly Annual Programs Team meetings, bi-weekly Annual Programs and Marketing and Communications meetings, monthly UHKF Staff meetings and quarterly Campaign Team meetings:

- Handles all logistics

- Booking meeting rooms

- Order catering

- Organizes registration lists, name tags

- Copies and distributes meeting materials

Organization-wide proofreading as required. Edit documents such as call memos, proposals, impact reports, appeal letters, annual reports and quarterly Foundation report using Microsoft Office applications (Word, Excel, and PowerPoint).

NOTE - The above duties are representative but are not to be construed as all-inclusive.


- Equivalent combination of education and experience to post-secondary education in business administration or public relations (two year diploma).

- Experience working in an office environment; preferably experience with a non-profit organization.

- Post-secondary education in business administration (two year diploma) preferred

- Experience working with a fundraising or contact management database, Raiser’s Edge experience preferred

- Excellent administrative and time management skills.

- Excellent written and oral communication skills.

- Excellent interpersonal / relationship building skills.

- Proficiency with Microsoft Office applications.

- High degree of integrity and confidentiality.

- Proven ability to interact effectively with community members and hospital staff.

- Experience working directly with volunteer board and/or committees.

- Familiarity with the processes, regulations and goals of not-for-profit or charitable organizations.

- Ability to adapt and respond to changing work environment.

- Optimistic and enthusiastic spirit with a willingness to work in a team environment

- Occasional evening and weekend work

- Proven ability to attend work regularly.

- Satisfactory criminal reference check required.


The applicant must be able to meet the physical demands of this position

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices.

The original job offer can be found in Kit Job:

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