Job Description

Position BackgroundAdministrative and Program AssistantVariety - the Children's Charity supports children and youth with disabilities and specialized needs. We run 6 core programs and are looking for an Administrative Assistant to support the areas of need in each of these program areas. Visit our website at varietyalberta.ca to learn more about each of these programs.This is a full time remote office position with a 35 hour work week. Though we are a provincial organization, the ideal person will live in Calgary, as we will have occasional f-t-f meetings and will have to do hand offs with materials from time to time.Note: We do not have a benefits program at the charity but do offer a $1500 (single) or $3000 (family) personal health account.Key Duties and ResponsibilitiesReporting to the leadership team, the successful candidate will provide administrative services and program support where needed. This includes:i. Supporting delivery of our Just Like You Program and other programs:a. Contacting schools to schedule and arrange program presentations.b. Establishing and maintaining school schedules.c. Collecting and collating participant data.d. Preparing activity booklets with sponsor logos and packaging up the school activity booklets and priority posting them to schools.e. Create invoices for our sponsors and/or outreach programs (e.g., Continuous Glucose Monitor program).f. Work with families to ensure we have all information to support their children through our various programs.Note: Because some of the responsibilities are assembling and affixing sponsor logos to the activity booklets, the booklets and supplies would need to be stored at your home as we all work from home based offices.ii. Financial Tasks - In coordination with the Bookkeeper the Assistant may perform several finance related functions such as:a. Recording and coding transactions.b. Issuing tax receipts when needed and outside of our Keela Database.c. Tracking and assigning financial data per programs, grants, and mandatory reporting.d. Work with Executive and the Bookkeeper to support month end reconciliation.iii. Provide administrative support organizationally:a. Manage and maintain electronic filing related to both programming and administration.b. Assist the Executive in Board related activities such as AGM and Board filing.c. Review and file funding requests that come in.d. Develop documents and forms when needed.e. Monitor email inquiries and respond or redirect where necessary.f. Respond to inquires about our programs and services and provide support where needed (e.g., ordering supplies for programs, arranging couriers, etc.).iv. Assist in Fundraising Activities:a. Research possible grant and foundation organizations.b. Create and maintain excel spreadsheets to track funding opportunities and activities with management.c. When needed, assist in the preparing of reports to funders and donors.d. Work with our Director of Partnerships and provide support with our events and fundraising initiatives.v. CRM Maintenance (Keela Donor Management):a. Enter and maintain CRM records.b. Prepare and export reports from the database.c. Stay current on all CRM updates and work with other connected systems where necessary (Stripe, PayPal, MailChimp, etc.)This is not an exhaustive list of the duties and responsibilities. This position may, from time to time, be required to undertake any other reasonable duties and responsibilities as requested.Knowledge Skills and Abilities Excellent organizational and written skills are an essential element of this role. Strong command of Microsoft Office programs including Word, Excel and Outlook. Desktop publishing skills an asset (Microsoft Publisher and/or InDesign and/ or Canva experience). Knowledge of Database software (i.e., Keela; Blackbaud) an asset.Ability to work independently and within a team.Requirements: The employee will be working from home and provide their own computer and phone and must have/or have access to the necessary hardware and software to complete the tasks. The employer may compensate for additional software costs where necessary. Acceptance of this position may include a Vulnerable Sector check.Job Type: Full-timeSalary: $28.00-$30.00 per hourSchedule:

• Day shift
• Monday to Friday

• Secondary School (preferred)

• Administrative experience: 1 year (required)