Finance & Operations Associate

Finance & Operations Associate

Parksville-Qualicum Community Foundation (PQCF)

Position Type: Permanent Part-Time

Hours: 21 hours/week, three 7-hour days

Compensation: $30/hour, plus benefits

Reports to: Executive Director

Location: Remote, with regular in-person meetings and availability in the Oceanside region.

Application Deadline: July 13, 2026

Start Date: August 2026, or as soon as practical

Organization Summary

The Parksville Qualicum Community Foundation is committed to cultivating a vibrant and connected community where philanthropy creates lasting hope, belonging, and well-being, today and for generations to come. PQCF serves the Oceanside region by building funds, supporting local charitable organizations through grants, and providing community leadership on issues that matter locally. PQCF has grown significantly in recent years and is transitioning from a volunteer-led operational model to a staffed, governance-focused community foundation.

About the Role

The Finance & Operations Associate is a new, foundational position providing the internal infrastructure to support PQCF's continued growth. Working closely with the Executive Director, Treasurer, and Finance Committee, they will manage day-to-day financial transactions, records, and reporting, support implementation of Foundant CommunitySuite Fund Accounting and CRM, assist with grantmaking and fundholder administration, and provide Board and operational support.

This role would be ideal for a person who is organized and detail-oriented, comfortable with financial information and technology, and energized by the opportunity to build systems in a small, purpose-driven organization. Experience in the nonprofit sector is an asset, as well as familiarity with fund accounting and community foundation practices.

Key Responsibilities

1. Financial Administration

This role is the primary point of ownership for PQCF's day-to-day financial transactions and bookkeeping and will be responsible for the following:

• Manage full-cycle AP/AR, payroll, charitable receipting, and donation processing
• Reconcile bank, investment, and credit card accounts monthly
• Prepare payroll remittances and annual filings, and employee benefit setup and maintenance
• Manage financial filing system (digital and physical) so records are complete, consistent, and audit ready

2. Fund Accounting, Reporting & Compliance

This role is responsible for maintaining fund-level financial records, preparing regular financial reports, and ensuring PQCF meets its regulatory and compliance obligations as a registered charity and will do the following:

• Maintain fund-level reconciliations (balances, spendable income, fee allocations, and investment postings)
• Prepare monthly and quarterly financial reports, including budget-to-actual tracking and reports
• Support annual budget preparation, CRA filings (T3010, GST), WCB reporting, and year-end audit

3. Systems, Records & Program Administration

This role will lead data management and support the administration of grants, donor funds, and organizational records across all platforms in the following ways:

• Lead ongoing Foundant CommunitySuite implementation and serve as the internal platform lead
• Maintain complete records for all contacts, donors, funds, grants, and fund agreements
• Support grantmaking administration including intake, approvals, distributions, and outcome tracking
• Prepare fundholder stewardship, documentation, statements, and balance reports.
• Manage technology suite, including physical and digital tools and records
• Document internal workflows and procedures and recommend improvements as the Foundation grows

4. Board Governance, Leadership Support & Organizational Operations

This role provides the administrative infrastructure that supports effective governance and frees the Executive Director to focus on strategy and community leadership through the following activities:

• Prepare board and committee meeting packages, attending as needed as recording secretary
• Maintain the Board policy library, governance documents, and organizational compliance calendar
• Support ED with onboarding of new Board members and volunteers, office logistics, vendor relationships, and executive administration
• Provide additional administrative support to the Executive Director as needed, such as in meetings, correspondence, scheduling, data and reporting, events, and community initiatives.

What You Bring

We recognize that people build relevant skills in different ways. We welcome candidates with a variety of backgrounds and experiences, and will consider equivalent combinations of training, lived experience, and demonstrated skill.

Education & Experience One of the following:

• Diploma or degree in accounting, financial administration, or related field, plus 3+ years of relevant experience
• 3+ years of progressive bookkeeping, financial administration, or nonprofit operations experience with demonstrated full-cycle and payroll capability

Considered an Asset:

• Experience at a community foundation or similar charitable organization
• Experience with fund accounting or donor-directed giving
• Familiarity with Foundant CommunitySuite, Sage, or QuickBooks
• Experience with Boards, auditors, or treasurers in a nonprofit or governance context
• Knowledge of payroll administration, GST rebate claims, audit preparation, or planned giving
• Familiarity with CRA requirements (receipting, T3010, records retention), or willingness to learn
• Proficiency with Google Workspace and Microsoft 365; strong excel skills
• Comfort learning new platforms (Foundant CommunitySuite training provided)

Note: A CPA designation is not required for this role.

Skills & Attributes

Beyond technical skills, we are looking for someone who brings:

• Accuracy and follow through
• Solutions focused mindset
• Strong organizational and time management
• Adaptability to work both independently and
• Sound judgement and discretion part of a team

Work Environment & Employment Conditions

This is a permanent part-time position at 21 hours per week, structured as approximately three working days per week. The exact schedule will be set in consultation with the Executive Director.

PQCF currently operates in a hybrid model without a dedicated office. The successful candidate must be able to work effectively from home. All technology, software access, and systems required for the role will be provided.

Because this role is integral to the Foundation's financial records, board operations, and local activities, regular in-person availability in the Parksville-Qualicum/Oceanside region is expected. A minimum of 75% of scheduled hours should fall on regular business days and hours. Some evening availability may be required for board or committee meetings. Mileage and approved expenses are reimbursed per PQCF policy. Preference may be given to candidates based in or closely connected to the Oceanside region.

Additional conditions of employment:

• Must be legally entitled to work in Canada
• Must have reliable internet access and a suitable home workspace
• Must maintain confidentiality and comply with PQCF privacy, confidentiality, and ethics policies
• A criminal record check may be requested
• A valid driver's licence and access to reliable transportation is an asset

How to Apply

To apply, please submit a resume and a brief cover letter explaining your interest in this role and how your background is relevant. You don't need to meet every qualification, if this role sounds like the right fit for where you are and where you want to go, we'd like to hear from you.

Send applications by July 13, 2026 to: Charlene Smith, Executive Director ed@parksvillequalicumfoundation.com

We welcome applications from people of all backgrounds and experiences, including those who may experience barriers to employment. We are committed to a fair and community-minded hiring process. We thank all applicants and will be in touch with those selected for an interview.