Associate, Operations (Donor Services)

Associate, Operations (Donor Services)

Full-Time Permanent

Hybrid Eligible

Expected Start Date: Typically 2-3 weeks after offer has been accepted.

Accountability: Reporting to Director, Operations (Donor Services).

Salary: $58,500 annually, plus pension and a generous, comprehensive benefits package that includes dedicated funds for professional development.

Hours of Work: 35-hour work week, Monday – Friday. For most of us, most weeks we work a 32-hour week Monday to Thursday.

Deadline to Apply: March 29, 2026 by 11:59pm PT.

Vancouver Foundation’s head office is located in downtown Vancouver, on the unceded, ancestral, and traditional territory of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We acknowledge that our work takes place across the lands of Indigenous nations throughout colonial British Columbia.

Accessibility

Vancouver Foundation supports hybrid work arrangements, with flexibility to work from home while some in-office presence may be required. Our office is located on the second and third floors of a building with elevator access, and includes a single-stall, gender-neutral washroom with a shower.

We are committed to the principles and practices of an inclusive and equitable employment process. Our goal is to be representative of the communities we work with, and we encourage applicants from communities which are structurally marginalized based on refugee claimant status, race, colour, religion, nationality, social or ethnic origin, sex, age, disability, immigration status, sexual orientation, gender identity and/or expression. We consider qualified candidates regardless of criminal convictions and those who have employment gaps or employment in historically stigmatized industries. We welcome applicants from all communities.

About Us

Vancouver Foundation is a community foundation that serves Vancouver and all of B.C. We bring together the generosity of donors with the ideas and energy of people and communities across the province. Every year, we fund a diverse mix of grants, both large and small, that help to build healthy, vibrant, equitable, and inclusive communities. Considered a leader in responsive grantmaking and systems change, Vancouver Foundation is the most significant funder of charities in BC outside of government.

As a community foundation, we’re committed to ensuring everyone has a place in our mission. We are on a journey to actively align all aspects of our work — both internally and externally — to our commitment to equity, inclusion, and a more just society.

For a view into our world, please visit: www.vancouverfoundation.ca.

About the Position

The Associate, Operations supports the Operations stream within Donor Relations by ensuring accurate, timely, and policy-aligned processing of DAF and designated grants. The role is responsible for executing key administrative tasks that uphold data integrity, documentation standards, and reliable service delivery to donors, fund advisors, and charitable partners.

Reporting to the Director, Operations, the Associate manages essential workflows including grant setup, recaps, redemptions, fund agreement filing, donor mailings, presentation scheduling, and CRM data maintenance. The role collaborates with colleagues across Donor Services and Operations to keep grant processes running smoothly, resolve issues, and support clear, consistent communication with internal and external stakeholders.

The Associate contributes to efficient day-to-day operations, supports improvements to systems and processes, and plays an important part in maintaining confidentiality, data accuracy, and service excellence across the department.

About You

You are a detail-oriented and reliable administrative professional who brings accuracy, organization, and strong follow-through to your work. You thrive in task-focused roles that require clear communication, consistent execution, and comfort navigating multiple systems.

You value teamwork, inclusivity, and service excellence, and you approach challenges with curiosity and a willingness to learn. You handle sensitive information with discretion, maintain professionalism in all interactions, and contribute to a respectful, collaborative environment grounded in cultural humility and psychological safety.

You’re ready to join us as we explore and shape how Vancouver Foundation might do even more to align justice, equity, diversity, and inclusion with our culture and our mission.

Key Responsibilities

• Set up and process DAF and designated grants with accuracy, consistency, and adherence to policies, ensuring timely distribution to qualified donees.
• Prepare and execute recaps, redemptions, and related fund transactions, maintaining clear documentation and records.
• Monitor and respond promptly to the Donor Services inbox, ensuring high-quality, service-oriented communication with donors, advisors, and charitable organizations.
• File fund agreements at RBC and maintain organized, complete documentation across all fund files.
• Coordinate donor mailings and ensure timely delivery of print and electronic communications, including grant confirmations, acknowledgements, and updates.
• Provide logistical and administrative support for donor events, including preparation of materials, coordination of schedules, and support with setup and execution.
• Serve as the primary contact and lead coordinator for scheduling charitable organization presentations with the Donor Services team, ensuring smooth coordination and follow-through.
• Maintain accurate data and up-to-date data in CRM systems, ensuring high standards of data hygiene, audit readiness, and organizational accountability.
• Assist with report development and data pulls as needed to support team operations and donor-facing activities.
• Collaborate with Fund Managers and the Operations team to resolve grant-related issues, and ensure smooth, end-to-end processing.
• Ensure all tasks reflect strict confidentiality and comply with legal, ethical, and organizational standards.
• Provide general administrative assistance to Donor Services, including document preparation, workflow coordination, and special assignments.
• Support cross-departmental collaboration by providing clear, timely information to colleagues and ensuring alignment across operational and fund processes.

Other Duties as Assigned.

Requirements

Education/Experience:

• Post-secondary education or equivalent experience in administration or a related field.
• 1–2 years of experience in administrative support; experience in grants or donor services preferred.
• Familiarity with CRM systems and data entry processes.
• Previous experience with Salesforce is an asset.

Job-Specific Skills/Attributes:

• Strong attention to detail and accuracy in task execution.
• Excellent organizational and time-management skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proficiency with Microsoft Office and comfort learning new systems.
• Effective communication skills and collaborative approach to problem-solving.
• Ability to manage high volumes of data entry with accuracy and attention to detail.

Core Competencies

• Fostering Psychological Safety: Creates space for people to speak openly, take risks, and engage fully. Builds trust through empathy, inclusive language, and active listening. Models humility and openness by inviting feedback, owning mistakes, and practicing self-regulation.
• Ethical Use of Power: Understands formal and informal power dynamics, bias, and transparency. Uses influence ethically and respectfully, and constructively challenges misuse of power. Builds fairness and equity into decision-making and peer interactions.
• Advancing Reconciliation, Justice, Equity, Diversity, and Inclusion with Cultural Humility: Understands systemic barriers, colonial legacies, and equity principles. Demonstrates humility, respect, and a commitment to truth-telling, healing, and justice. Engages in learning, honours lived experiences and cultural protocols, and fosters inclusive, culturally safe environments.
• Empowering Others Through Agency: Trusts others’ capabilities and fosters autonomy. Encourages initiative, growth, and meaningful contributions to shared goals. Leads with confidence, ethics, and respect for others’ decision-making.
• Change Agility: Recognizes that change is constant and can be addressed through multiple approaches. Demonstrates openness, flexibility, and resilience in uncertain environments. Adapts workflows, learns new tools, and supports peers through transitions.
• Communication and Influence: Communicates with clarity, empathy, and purpose across different audiences and mediums. Builds trust through active listening, responsible information sharing, and collaborative engagement. Uses feedback and relationships to support collaboration and shared commitment to goals.
• Service Focus: Demonstrates care and attentiveness in responding to the needs of both internal and external communities. Approaches service interactions with empathy and a solution‑oriented mindset. Actively supports colleagues and the broader community in alignment with the organization’s responsibilities and commitments.
• Professional Responsibility: Demonstrates accountability, honesty, and consistency in fulfilling role expectations. Communicates proactively about risks or delays, maintains professionalism under pressure, and takes ownership of work and errors. Upholds ethical standards and contributes to a culture of reliability.
• Self-Awareness: Understands how personal values, emotions, and behaviours impact others. Responds thoughtfully to feedback and regulates behaviour in challenging situations. Reflects on personal impact and contributes to healthy team dynamics.
• Use of Technology: Uses relevant tools and platforms effectively and efficiently. Demonstrates curiosity, adaptability, and a commitment to continuous learning. Seeks support or training to maintain proficiency and stay current.
• Planning, Judgement and Problem-Solving: Applies strategic thinking and decision-making frameworks to assess challenges and opportunities. Plans effectively, prioritizes tasks, and proposes practical solutions. Takes ownership, seeks advice when needed, and evaluates options with persistence and care.
• Forward Thinking: Anticipates future challenges and contributes to innovation and improvement initiatives. Demonstrates strategic foresight and considers long-term implications in daily work. Brings forward ideas that support organizational growth and resilience.
• Organizational Awareness: Understands organizational structure, strategy, and power dynamics. Aligns work with broader goals and communicates effectively across departments. Applies a systems mindset to decision-making and collaboration.
• Developing Self & Others: Supports the growth and development of others through coaching, mentoring, and knowledge-sharing. Demonstrates a people-first mindset and actively contributes to team development. Encourages learning and builds capacity within the organization.

We know that there is rarely an ideal or perfect candidate for a job, and we are actively working to eliminate barriers in our employment process. If you have experience similar to what is described above—or if the core activities in this role are exciting to you, but you do not meet the above exactly—we encourage you to apply and elaborate in your cover letter.

How to Apply

If this sounds like you, we welcome your online application including a brief cover letter and a resume by March 29, 2026 by 11:59pm PT.

We review all resumes submitted for each posting, and we aim to follow up with candidates within one week of the position closing. Applicants will receive an email confirming that their resume has been received. Due to the high volume of applications, only those selected for an interview will be contacted. New opportunities are posted on our website as they become available. We thank all applicants for their interest in Vancouver Foundation.