Operations & Awards Coordinator (Term Position)

Operations & Awards Officer (Term Position)

This is a term position until May 31, 2028.

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.
We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Development department at Banff Centre plays an important role in advancing the purpose, mission and vision of Banff Centre. This department’s roles include raising and stewarding public and private sector funds for priority projects and programs, strengthening supporter relationships, increasing supporter loyalty, acquiring new supporters, advancing alumni relations and managing an awards program.

Toward this role, the Operations & Awards Coordinator (or “OAC”) carries out effective operational services and awards administration for the Development team. The OAC provides exceptional and differentiated services in the following four key areas:

• Financial transactions administration
• Database administration
• Awards administration
• General operations

The OAC regularly handles sensitive financial and personal information and must at all times act with confidentiality and discretion, ensuring that information is used in an ethical manner. Exceptional care must be taken to preserve and enhance the good reputation of Banff Centre and its programs.

Roles and Responsibilities

Reporting to Director, Grants, Awards and Operations, below are some key accountabilities:

Financial transactions administration

• Post details of pledges and other payables
• Prepares and sends pledge payment reminders to donors
• Processes credit card transactions, gift batches and cash-outs, including for donations, sponsorship, grants, gifts of shares, sales and other revenue
• Electronically files relevant supporting documents
• Issues and sends receipts including charitable tax receipts in compliance with Canada Revenue Agency guidelines
• Processes purchase and payment requests for department-related expenses
• Orders office supplies within budget

Database administration (Tessitura)

• Adds and edits constituent and gift records
• Processes gifts and event registrations
• Builds queries, exports, lists and reports to support functions such as for donation and events tracking, donor recognition lists, e-marketing, and direct response mail campaigns
• Prepares and outputs receipts, letters and other correspondence as needed
• Performs data analysis; assesses and ensures data hygiene
• Regularly participates in relevant training, webinars and conferences in order to upgrades skills and knowledge of the system
  Awards administration
• Adds and updates endowment and awards records in Fundriver and Tessitura
• Tracks upcoming Arts and Leadership programs and pulls scholarship recipient data from the campus Student and CRM systems
• Matches endowed and other restricted named scholarship funds to appropriate scholarship recipients, working closely with the Arts and Leadership teams
• Notifies scholarship recipients of awards and requests electronic donor thank you letters
• Compiles all thank you letters and bios for submission with annual donor reports
• Regularly provides program and scholarship recipient updates to appropriate members of the Development team
• Posts all scholarship data and thank you letters to Tessitura

General operations

• Organizes, files, culls and archives electronic files
• Annually organizes, culls and archives on-campus donor financial files, conducts office inventory, and performs an office health & safety review as needed
• Prepares donor recognition lists, mail merges and letters as needed
• Identifies, develops, updates and implements written operational procedures
• Suggests and develops innovations for greater office efficiencies and information access
• Engages in the set-up, orientation and training of new staff

Qualifications and Educational Requirements

• A college diploma, or equivalent work experience in a field such as non-profit administration, fundraising management, post-secondary education administration, or business administration
• At least three years related experience preferably in a Development or Advancement office
• Tessitura and Professional certification; confident and experienced with using multiple databases for the purposes of data entry, queries, exports and analysis
• Advanced skills working in a Microsoft Office environment with Word and Excel
• A purposeful and analytical thinker who pursues goals with energy, spirit and enthusiasm
• Excellent interpersonal and communication skills (written and oral)
• Enjoys working in a team
• Self-directed and able to take initiative
• An appreciation of, and participation in, the arts, leadership, and mountain cultures or similar environments is an asset
• Strong commitment to customer service and relationship-building
• Quick to learn, adaptive to change, and take on new tasks willingly
• Exceptional attention to detail and commitment to accuracy
• Experienced at multi-tasking, planning, organizing and coordinating projects efficiently and effectively within (often tight) deadlines, with a “can-do” positive, attitude
• Superb time management skills
  

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, salaried support staff position, subject to a 6-month probation period.
• The annual salary for this position is between $48,443 - $50,856 depending on experience, based on working 40 hours per week.
• Opportunity for a Hybrid work environment (3 days in the office, 2 days remote)
• The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.

• Benefits of working at Banff Centre are:

  • Transitional staff housing (based on availability)
  • Professional development
  • Employee Assistance Program
  • Health care spending account
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate – first month free for new staff!

  Application Process

  • We are accepting applications for the Operations & Awards coordinator position until a suitable candidate is found.
  • Please submit your cover letter and resume in one PDF document.
  • Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
  • Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.