Administrative Coordinator

Administrative Coordinator - One-Year Contract Position

About Wellspring Niagara
Wellspring Niagara Cancer Support is a not-for-profit charitable organization serving the Niagara region. We provide a caring community by offering free in-person and online programs, ensuring anyone living with cancer, their caregivers, and family members can access vital information, meaningful support, and effective coping strategies.
Our Mission:
To provide free emotional, practical, and social support to help those living with cancer and their loved ones improve their quality of life, reduce isolation, and restore hope, dignity, and wellness.
Position Overview
The Administrative Coordinator supports administration, fund development, and operations aligned with our organizational strategy. Reporting to the Executive Director, you'll work closely with our team in a collaborative, supportive environment to organize day-to-day administrative operations and financial aspects, creating a safe, welcoming, and supportive environment for our visitors and members.
Position Details:
• One-year contract position, 35 hours per week
• Reports to Executive Director
• Operations/Development department

Key Responsibilities
Administrative
• Maintain and update CRM (Salesforce) donation and donor records
• Communicate policy changes to volunteers and staff with the Executive Director
• Handle daily mail collection and distribution
• Provide administrative support, including mailing, building maintenance, and supply ordering
Finance & Donation Processing
• Process all cash, credit card, and cheque transactions from donations, store purchases, and events
• Prepare charitable receipts and thank you letters promptly
• Handle in-kind, in-memoriam, and in-honour donation notifications
• Maintain the donation database and generate the required reports
• Reconcile monthly donations with banking records and manage petty cash
• Prepare bank deposits and assist with year-end audit
Fund Development
• Support social media, bulk mailings, and email campaigns
• Assist with donor and community events coordination
• Help coordinate volunteers for events and outreach activities
• Support fundraising platform maintenance (Eg, Salesforce, Funraisin, Bump, Auctria, Square, Constant Contact, etc.)
• Support in updating the website
• Support in community outreach, Social Media (Facebook, Instagram and YouTube)
• Handle administrative tasks for special events (permits, licenses, reporting, etc.)

Qualifications
• 2-year post-secondary education in a related field
• Minimum 2 years administrative experience (non-profit preferred)
• Excellent writing, analytical, and research skills
• Exceptional communication skills and strong teamwork ethic
• Strong planning and organizational abilities
• Detail-oriented, self-motivated, and able to manage multiple projects under tight deadlines
• High-level computer literacy, including MS Office
• Ability to work independently and make decisions
Preferred Qualifications
• Experience with Salesforce or similar CRM systems (training provided for organizational-specific systems)
• Accounting/bookkeeping knowledge
Position Requirements
• Standard 35-hour work week with flexible hours including evenings/weekends
• Vulnerable Police/Criminal Reference Check required
• Valid "G" driver's license with access to a reliable vehicle
• Attend Wellspring's volunteer training program
• Participate in all Wellspring Niagara special events
• Attend virtual or in-person meetings within the Wellspring network
What We Offer
• Competitive salary range: $40,000 - $45,000 annually
• Health spending account available
• Flexible work schedule where possible
• Access to Wellspring training opportunities
• Collaborative, supportive team environment in modern office facilities

How to Apply
Submit your resume with a cover letter as MS Word or PDF attachments to hr@wellspringniagara.ca with the subject line:
APPLICATION: ADMINISTRATIVE COORDINATOR

Interview Timeline: Interviews will be conducted within two weeks of the application deadline, and the successful candidate is expected to start immediately upon selection.
We thank all applicants for their interest. Only candidates selected for interviews will be contacted. No phone calls or emails, please.

Wellspring Niagara is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), individuals requiring accommodation during the application process should advise Human Resources.