Position Summary

The Financial Operations and HR Coordinator is responsible for the administration and integrity of fundraising revenue, donor records, financial reconciliations, reporting, human resources administration, and operational processes that support the Alzheimer Society's mission. This position ensures the accurate processing of donations, charitable receipting, banking, revenue reporting, recruitment administration, employee documentation, and organizational record maintenance while supporting organizational decision-making through timely analysis and reporting.

Working collaboratively with the management team, this role will ensure accountability, compliance, operational efficiency, exceptional donor stewardship, and effective human resource practices across the organization.

This is an existing position that has been revised and assigned a new title to better reflect its evolving responsibilities and support the organization's operational needs.

Duties and Responsibilities

1. Revenue Administration and Donor Services

i. Process all donations received through various channels including mail, credit cards, online giving platforms, special events, third-party fundraisers, grants, sponsorships, and tribute programs in a timely manner.

ii. Ensure donations are accurately entered, coded, allocated, and recorded in accordance with organizational policies and donor intent.

iii. Generate charitable tax receipts and acknowledgements in compliance with Canada Revenue Agency requirements.

iv. Prepare donor thank-you letters, tribute notifications, memorial acknowledgements, and other donor correspondence.

v. Respond to donor inquiries regarding donations, receipts, and donor records.

vi. Maintain accurate and confidential donor information and records.

vii. Alert appropriate staff to significant donations requiring stewardship or recognition.

viii. Assist with donor recognition programs and stewardship initiatives.

ix. Monitor monthly donations and online gifts made through Canada Helps, Fundraise Up, Luminate, My Tribute Gift, PayPal and Benevity and process accordingly

2. Financial Operations and Reconciliation

i. Prepare, process and make deposits to the bank in a timely manner (at least once a week). Secure all revenue in the finance department safe until deposited

ii. Verify and reconcile donations, fundraising revenue, sponsorships, grants, and event proceeds with supporting documentation.

iii. Perform regular reconciliations between fundraising records, banking records, and accounting systems.

iv. Investigate and resolve discrepancies related to donations, deposits, and revenue reporting.

v. Maintain records supporting all financial transactions associated with fund development activities.

vi. Assist with monthly, quarterly, and year-end reconciliation processes.

vii. Prepare supporting documentation for audits and financial reviews.

viii. Ensure compliance with internal financial controls and organizational policies.

3. Reporting and Analytics

i. Generate financial, fundraising, donor, and operational reports as required.

ii. Prepare recurring reports for management, the Board of Directors, funders, and Alzheimer Society Ontario.

iii. Monitor fundraising performance and provide analysis on revenue trends, campaign results, donor retention, and related metrics.

iv. Develop and maintain reporting tools that support informed decision-making.

v. Assist in preparing revenue forecasts and fundraising performance summaries.

vi. Provide data analysis and recommendations to improve operational efficiencies and fundraising outcomes.

4. Fund Development Operations Support

i.



Support fundraising campaigns and special events through registration management, donation processing, sponsorship tracking, and revenue reporting.

ii. Maintain accurate records related to fundraising activities and donor engagement initiatives.

iii. Support event reconciliation and post-event financial reporting.

iv. Prepare mailing lists, donor reports, pledge reports, and campaign summaries.

v. Assist the Fund Development team with administrative and operational projects that support fundraising goals.

vi. Assist with donor tracking initiatives as assigned.

5. Information Management and Technology Support

i. Maintain the integrity, accuracy, and security of donor and fundraising records.

ii. Develop and implement procedures that support accurate data entry and reporting.

iii. Create and maintain electronic forms, registrations, surveys, and information collection tools.

iv. Assist with the administration of organizational technology assets, software licenses, and user accounts.

v. Liaise with software vendors and service providers as required.

6. Human Resources Administration

i. Coordinate recruitment activities, including preparing and posting job advertisements through appropriate recruitment channels.

ii. Screen applications and resumes against position requirements and organizational needs.

iii. Coordinate and participate in candidate interviews, including scheduling, preparing interview materials, conducting reference checks, and documenting recruitment outcomes.

iv. Prepare employment-related documentation as requested by management.

v. Coordinate employee onboarding and orientation processes.

vi. Maintain and update job descriptions to ensure they accurately reflect organizational responsibilities and reporting structures.

vii. Track employee compliance requirements.

viii. Coordinate employee recognition, service awards, and staff wellness initiatives.

ix. Assist with administrative processes as requested.

x. Assist with the development, implementation, and maintenance of human resources policies, procedures, forms, and manuals.

xi. Support workplace health and safety documentation and reporting.

xii. Ensure compliance with employment legislation, organizational policies, and human resources best practices.

xiii. Provide administrative support to the management team on human resource matters and special projects.

7. Compliance and Risk Management

i. Ensure adherence to CRA charitable receipting regulations and organizational policies.

ii. Maintain confidentiality of donor, financial, employee, client, volunteer, and organizational information.

iii. Comply with PHIPA, PIPEDA, and all applicable privacy legislation.

iv. Ensure records management practices support audit, compliance, and reporting requirements.

v. Assist with regulatory reporting and documentation requirements.

vi. Identify opportunities to improve controls, processes, and documentation.

8. General Administrative Responsibilities

i. Work collaboratively with staff, volunteers, community partners, and external stakeholders.

ii. Participate in organizational committees, meetings, and special projects as assigned.

iii. Act as a backup to the Operations Coordinator to set up new user accounts, and alarm codes

iv.



Act as a backup to the front reception desk if requested

v. Assist with the development and maintenance of policies, procedures, and standards related to financial operations and fund development administration.

vi. Maintain a high standard of professionalism and customer service.

vii. Represent the Alzheimer Society in a professional manner at meetings and events as required.

viii. Perform other related duties as assigned.

Education

· Post-secondary diploma or degree in Business Administration, Accounting, Finance, Fundraising Management, Office Administration, or a related discipline.

· Equivalent education and experience may be considered.

Experience, Knowledge and Skills

· Minimum three to five years of progressive experience in financial administration, database management, and office operations, preferably within the non-profit sector.

· Experience supporting human resources functions including employee onboarding, personnel record maintenance, recruitment support, and policy administration.

· Advanced proficiency in Microsoft Excel, including formulas, pivot tables, data analysis, and reporting, with demonstrated ability to manage and interpret large datasets.

· Experience working with constituent relationship management (CRM) and database systems, with Raiser’s Edge experience strongly preferred.

· Experience using financial software such as Sage 50 and client management platforms such as AlayaCare is considered an asset.

· Robust understanding of data integrity, reporting standards, privacy requirements, and records management practices.

· Excellent analytical, organizational, and problem-solving skills with a high degree of accuracy and attention to detail.

· Ability to manage multiple priorities, meet deadlines, and work independently while maintaining confidentiality.

· Strong interpersonal and communication skills with the ability to collaborate effectively across departments and support organizational objectives.

· Be able to work in a team environment

· Police Vulnerable Sector Check

· Must have a valid driver’s license and access to a reliable vehicle

Working Environment

- Everyday risks or discomforts may require safety precautions typical of an office environment, i.e. use of safe work practices with office equipment, proper ergonomics, etc.
- Physical demands are representative of the role where there may be extended periods of visual concentration; extended periods of sitting in a stationary position, and standing
- Equipment is utilized which is common to the office work environment (i.e. computer, printer, photocopier, multi-line telephone, fax machine, elevator etc.)
- We adhere to a scent free environment

Commitment to Equity, Diversity, and Inclusion

The Alzheimer Society Niagara Region welcomes those who have demonstrated a commitment to upholding the values of equity and social justice and we encourage applications from First Nations, Inuit and Métis, Indigenous Peoples of North America, Black and persons of colour, persons with disabilities, people living with dementia, care partners and those who identify as 2SLGBTQ+ .

Job Types: Full-time, Permanent

Pay: $52,000.00-$57,000.00 per year

Benefits:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Application question(s):

- Do you have experience with SAGE 50

Education:

- Bachelor's Degree (required)

Experience:

- Raiser's Edge Database : 1 year (preferred)
- financial and HR administration : 3 years (required)

Licence/Certification:

- Driver's License (required)

Work Location: In person

📌 Financial Operations and HR Coordinator (St. Catharines)
🏢 Alzheimer Society of Niagara Region
📍 St. Catharines