Star Media Group

  • Charity Coordinator, Temporary Full-Time

    System ID
    2018-1363
    Location
    Toronto
    Job Category (EN)
    Administrative/Clerical
    Business
    Star Media Group (SMG)
  • Job Description (EN)

    toronto_star

     

    The Toronto Star Children’s Charities include The Toronto Star Fresh Air Fund, established in 1901 and The Toronto Star Santa Claus Fund, established in 1906.  These two charities are registered as children’s charities, operated by the Toronto Star.  The mission of The Toronto Star Fresh Air Fund is to provide underprivileged and special needs children with the opportunity to attend camp during the summer.  The mission of The Toronto Star Santa Claus Fund is to provide 45,000 underprivileged children residing across Toronto, Mississauga, Brampton, Ajax and Pickering with an age-appropriate gift box containing warm clothing, toy, book and other treats during the winter holidays.  The generosity of donors, volunteers and supporters continue to help improve the lives of children in eed.

     

    THE POSITION

    The Charity Coordinator will help lead the charities and all related initiatives required to ensure a smooth operation and successful execution of each campaign to ensure fundraising targets are met.  Working in collaboration with the Director, volunteers, suppliers, service providers, contacts, donors, The Charity Coordinator will provide strategic direction and is accountable for the smooth operation of administration to improve the overall delivery, community presence and fundraising growth of each independent charity.  This position will help monitor and analyze trends in all areas to ensure viability and longevity.  The successful candidate, as a strategic thinker, must be at ease working in various forms with all levels of sponsors, volunteers, donors, corporate supporters and private individuals and understand the nuances associated with being part of a high profile company within the media industry.   

     

    KEY RESPONSIBILITY AREAS:

    • General Office Administration
    • Corporate Donations
    • Employee United Way Campaign
    • The Toronto Star Fresh Air Fund
    • The Toronto Star Santa Claus Fund

     

    General Office Administration

    Provide general office and administrative assistance to Director including correspondence, filing, processing of departmental mail, ordering office supplies, assist with event/meeting planning, provide (by phone, mail, email) exceptional customer service to partners, suppliers, clients, donors, respond to public inquiries and promptly facilitate appropriate action, temporary staff additions and removals for payment, monitor and advise Director of departmental expenses to ensure expenditures are within budget.

     

    Toronto Star Corporate Donations

    Compile funding request information and provide recommendations to Director, Toronto Star Charities and Philanthropy.  Assist Director with coordination and monitoring of Toronto Star corporate donation budget and initiate cheque requisitions for grant payments as required and prepare response letters to requests/declines.

     

    Toronto Star Employee United Way Campaign

    • Campaign Treasurer – count, track, deposit incoming funds from events, staff donations (cash, cheque, online, credit card, etc.)
    • Liaise with Finance/Staff/United Way re: to calculate, process and deposit donations in a timely and secure manner
    • Help Director monitor campaign expenditures and administer campaign budget including initiating cheque requisitions for payment
    • Prepare comparative budget reports post-campaign
    • Assist Director with administering the campaign committees and fundraising initiatives
    • Liaise internally and with United Way staff to ensure promotional support is provided by completing dockets to initiate creation of in paper ads by Creative department, monitor and compile lineage report post-campaign

     

    The Toronto Star Fresh Air Fund

    • Communicate with 100+ camps to request application submissions and follow up to ensure each camp has submitted all relevant information to meet Fresh Air Fund requirements; maintain updated camp contact list
    • Assist Director with assessment of camp grant process and preparation of document evaluating camp grant requests
    • Prepare 100+ letters, cheque requisitions for camp grants and package of material twice/year
    • Train, help oversee and assist temporary administrative staff during 10-week campaign to complete donation processing and requests for acknowledgement cards, letters of thanks to ensure maximum donations and service
    • Assist Director with preparation and monitoring of campaign expenses to ensure expenditures are within budget and compile monthly reports and comparative budget reports post-campaign
    • Calculate, process and deposit incoming donations by phone, mail or online and fulfill requests for acknowledgement cards and letters of thanks during off-campaign season in a timely and secure fashion to ensure maximum donations and effective donor service 
    • Liaise with Finance to ensure all donor information is updated for in paper acknowledgement and tax receipting purposes
    • Liaise with Finance to process staff payroll donations, estate donations, matching grants
    • Complete dockets to initiate creation of campaign promotional materials by Creative department – ie. ads, donor list templates, posters, etc.
    • Compile lineage report following campaign for Director
    • Assist with/resolve service/operational issues – ie. donors, clients, service providers, warehouse staff, suppliers, etc.
    • Assist Director with communication, promotion and marketing activities of campaign as required
    • Review estate donations, maintain record-keeping and processing
    • Review, assess and provide materials to external fundraising events

     

    The Toronto Star Santa Claus Fund

    • Assist Director with preparation and monitoring of campaign expenses to ensure expenditures are within budget and compile monthly reports and comparative budget reports post-campaign
    • Train, help oversee and assist temporary administrative staff during campaign to complete donation processing and requests for acknowledgement cards, letters of thanks to ensure maximum donations and service
    • Process, calculate and deposit donations for Santa Claus Fund mail/phone/online donations throughout the year in a timely and secure fashion
    • Liaise with Finance and associated sister newspapers to ensure all information is up to date for tax receipting purposes
    • Liaise with Finance to process staff payroll donations, estate donations, matching grants
    • Help support and/or identify new fundraising opportunities
    • Complete dockets to initiate creation of campaign promotional materials – ie. ads, donor list templates, posters, etc. and compile lineage report following campaign for Director
    • Preparing communication packages for agencies
    • Assist Director with securing warehouse services as required
    • Assist Director with identifying, screening, training, overseeing 130 existing and new community service agencies
    • Prepare webforms to add/remove payrolled staff, create letters of contract employment
    • Assist with research, assessment and training of potential and existing agencies as required
    • Assist with locating and securing depots as required
    • Update and manage documentation re: agencies, depots and shelters for effective warehouse operation
    • Provide support to Director, to expand broad external network of relationships with businesses, service clubs, volunteer groups, vendors and suppliers.  Leverage these relationships to establish partnerships to support charity operational stages
    • Work with Director and warehouse staff to recruit, train and organize management and weekend volunteer programs
    • Work with Director to recruit and manage external volunteers and service groups (ie. Scouts, Kiwanis, etc.) for gift box deliveries
    • Assist with and resolve service/operational issues – ie. donors, clients, service providers, warehouse staff, suppliers, etc.
    • Assist Director with communication, promotion and marketing activities of campaign as required
    • Review estate donations, maintain record-keeping and processing
    • Review, assess and provide materials to external fundraising events
    • Participate in community engagement, attend external organization meetings, attend cheque presentations, provide oral presentations

     

    KNOWLEDGE, SKILLS AND COMPETENCY REQUIREMENTS:

    • Related post-secondary education with a strong priority given to Public Relations graduates, although education in Marketing, Advertising, or Communications are also assets and will be considered.
    • Volunteer management; supplemented by work and/or volunteer experience
    • Demonstrated experience in developing and implementing fundraising programs with knowledge of/experience in volunteer sector
    • Strong administrative, organizational and time-management skills
    • Excellent communication skills including oral and written
    • Computer skills (Microsoft Office, Powerpoint, Excel and Word, spreadsheets, formulas, charitable donation system – training onsite)
    • Knowledge of corporate policies, donation guidelines and processes
    • Financial acumen - familiarity with budgeting, budget processes, ability to handle deposits,  balance sheets
    • Working knowledge of social media, digital and print
    • Excellent public presentation skills
    • Availability to work occasional evenings/weekends as required with access to vehicle

     

    PERSONAL CHARACTERISTICS:

    • Ability to work independently and within a team as well as communicate with varied audiences, including formal presentations that are informative and engaging
    • Exceptional skills in diplomacy when handling sensitive situations
    • Affinity for the mission, results-oriented, high integrity, strong ethics, people person
    • Dynamic, energetic, motivator, flexible and resilient

     

    COMPENSATION:

    A competitive compensation package will be provided.

     

     

    The Company is committed to providing an inclusive and barrier free recruitment process to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation during this process, please inform The Company of your requirements.

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