About the Janeway Foundation

At the Janeway Foundation, we inspire generosity and build partnerships that help advance pediatric healthcare throughout Newfoundland and Labrador. Through the support of donors, volunteers, and community partners, we fund critical equipment, research, education, and programs that help children and families receive the best possible care through the Janeway Children's Health and Rehabilitation Centre.

Join us in helping give children in our province a healthier future.

Position Summary

The Administrative Support Specialist is a vital member of the Foundation's administrative team and plays an important role in ensuring the accuracy, integrity, and efficiency of the Foundation's donor, financial, and administrative operations.

A significant portion of this role involves detailed gift processing, donor record maintenance, data entry, reconciliation, and quality control within the Foundation's donor database. Success in this position requires exceptional attention to detail, a high degree of accuracy, and the ability to maintain focus while managing significant volumes of information.

At the same time, this role requires strong critical thinking and problem-solving abilities. The successful candidate will regularly identify discrepancies, investigate issues, improve administrative processes, and make sound decisions while supporting donors, colleagues, the President & CEO, Board of Directors, Director of Finance, and Data Analyst.

We are seeking someone who enjoys precise administrative work, the challenge of finding practical solutions in a fast-paced environment and chatting with our incredible donors. The ideal candidate is someone who enjoys the discipline of highly accurate data entry and administrative work, while also bringing the curiosity, judgment, and problem-solving skills needed to identify issues, improve processes, and contribute to the overall success of the Foundation.

What Success Looks Like in This Role

The successful candidate will:

- Process donations accurately and efficiently with very little supervision and a very high level of attention to detail.
- Maintain accurate and complete donor, financial, and constituent records.
- Ensure tax receipts, acknowledgements, and donor communications are completed in a timely manner.
- Consistently manage significant volumes of data entry and quality control work.
- Identify and resolve discrepancies in database records.
- Provide exceptional service to donors, volunteers, community members, and stakeholders – in person and over the phone.
- Support smooth and efficient day-to-day operations across the Foundation.
- Identify opportunities to improve systems, processes, and operational efficiencies.

Primary Responsibilities

During busy times of the year, approximately 50-70% of this position focuses on the accurate processing, management, and integrity of donor information and gifts.

Responsibilities include:

- Using Blackbaud's suite of products (Raiser's Edge NXT,



Blackbaud Merchant Services, and related platforms), accurately enter, import, review, reconcile, and validate donation records.
- Process charitable tax receipts, donor acknowledgements, and donor correspondence.
- Maintain the accuracy, integrity, and confidentiality of donor records and fundraising data.
- Conduct regular data quality reviews and identify discrepancies requiring investigation or correction.
- Process online, telephone, EFT, recurring, and mailed donations.
- Manage pre-authorized debit donations and recurring giving records.
- Prepare daily deposits of cash and cheques and process credit card and electronic donations.
- Respond to donor inquiries and provide professional donor service and support.
- Assist with the development and implementation of improved data management and administrative processes.

- Serve as the initial point of contact for visitors to the Foundation.
- Monitor the general email inbox and coordinate incoming communications.
- Manage incoming and outgoing mail, courier services, and deliveries.
- Maintain inventory of office supplies and coordinate purchasing as required.
- Liaise with service providers, vendors, building management, and other external partners.
- Work collaboratively with colleagues to ensure the office environment remains organized, professional, and efficient.
- Anticipate operational needs and proactively implement solutions to support organizational effectiveness.
- Troubleshoot administrative and office-related issues and coordinate appropriate resolutions.

- Assist the Director of Finance with vendor invoice processing.
- Support filing, record management, and audit preparation activities.
- Assist with financial documentation and administrative reporting requirements.
- Maintain accurate records and supporting documentation as required.

- Provide administrative support to the President & CEO, including scheduling, meeting preparation, correspondence, and other administrative tasks.
- Serve as the administrative contact for the Board of Directors, scheduling and coordinating Board and Committee meetings.
- Prepare, format, distribute, and maintain meeting materials and documentation.
- Assist with drafting and formatting reports, presentations, correspondence, and other documents.

- Assist with the planning and delivery of the Janeway Children's Miracle Network Telethon.
- Provide administrative support to fundraising campaigns, events, and initiatives.
- Assist with donor stewardship activities and fundraising operations.




- Conduct information gathering and research to support fundraising strategies and activities.
- Provide information and research insights to the fundraising team as required.

Qualifications

- Minimum two years' experience providing executive-level, office administration, donor services, or related administrative support.
- Completed post-secondary education in Business Administration, Office Administration, or a related discipline. In lieu of a completed post-secondary program, a combination of education and a minimum of five years of directly relevant office experience may be considered.
- Proficiency in Microsoft Office Suite is required.
- Experience with CRM databases or similar database management systems is required, but experience using Raiser's Edge NXT is considered a significant asset.
- Experience with Sage 50 or similar accounting software is considered an asset.

Core Competencies

The ideal candidate will demonstrate:

- Exceptional attention to detail and accuracy.
- Strong critical thinking and analytical abilities.
- Demonstrated problem-solving skills and the ability to identify practical solutions.
- The ability to manage large volumes of data while maintaining a high degree of accuracy.
- Robust organizational and time-management skills.
- Excellent written and verbal communication skills.
- Exceptional customer service and relationship management skills.
- Sound judgment and discretion when handling sensitive donor and financial information.
- The ability to manage multiple priorities and personally manage and prioritize a task list.
- Initiative, adaptability, and a commitment to continuous improvement.
- The ability to work independently while contributing positively to a collaborative team environment.

Who Will Thrive in This Role

This role is an excellent fit for someone who:

- Enjoys detailed, process-driven work.
- Takes pride in maintaining accurate records and databases.
- Finds satisfaction in creating order and ensuring information is complete and accurate.
- Can remain focused while completing repetitive administrative tasks.
- Has strong analytical and problem-solving skills.
- Can identify inconsistencies and investigate issues independently.
- Enjoys improving processes and finding more efficient ways of working.
- Appreciates both independent work and collaboration.
- Wants to contribute to a meaningful mission that impacts children and families across Newfoundland and Labrador.

This role may be less suited to someone who requires regular support with prioritization or someone who is seeking a primarily event-planning, fundraising, or externally-facing position.

Reporting Relationship and Location

This position reports to the Director of Finance and is a full-time, in-person position located at the Janeway Foundation Office (370 Torbay Road, St. John's, NL).

Job Types: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

Benefits:

- Extended health care
- On-site parking

Work Location: In person

📌 Administrative Support Specialist (East End)
🏢 Janeway Children's Hospital Foundation
📍 East End