Fund & Membership Administrator

Edmonton Chamber of Voluntary Organizations; Alberta; On-site; CAD 45,000 - 60,000; Full time

Job summary

A community-focused organization in Alberta is seeking a Fund & Membership Administrator to support grant processes, coordinate membership engagement, and manage partnerships. The ideal candidate will have strong skills in proposal writing, budget management, and CRM navigation. This role offers the opportunity to impact the community through effective fund administration and member support, ensuring operational efficiency and engagement.

Qualifications

• Skill in drafting persuasive funding proposals tailored to organizational goals.
• Ability to prepare and revise budgets for grant applications and program funding.
• Proficiency in maintaining accurate grant records and application tracking.
• Experience in engaging sponsors and partners to maintain strong relationships.
• Competence in designing workflows for membership programs and initiatives.

Responsibilities

• Administer grant processes, ensuring accurate data tracking.
• Coordinate membership engagement efforts and events.
• Support financial administration including invoicing and collections.
• Assist in drafting funding proposals and managing sponsorship agreements.

Skills

Proposal Writing

Budget Literacy

Grant Tracking

Policy Adherence

Relationship Management

Event Coordination

CRM Navigation

Data Integrity

Analytical Thinking

Tools

Capsule CRM

Google Workspace

Job description

Fund & Membership Administrator

Reports To:
Laura Cunningham Shpeley, Executive Director

Position Summary:
The Fund & Membership Administrator supports EFCL’s operations team by administering grant processes, generating leads for new sponsorships and partnerships through research, networking, and direct outreach, and coordinating membership engagement. This role maintains and improves workflows related to funding, fund development and membership programs, assists with financial administration, and ensures accurate data tracking and reporting.

Duties and Responsibilities

• Grant & Fundraising Administration
  • Maintain grant data entry and ensure accurate record-keeping.
  • Assist with grant applications, including budget preparation.
  • Update and maintain the fundraising policy manual.
  • Work with staff and leadership to Draft and submit funding proposals.
• Sponsorship & Partnership Administration
  • Assist with sponsorship and partnership engagement efforts.
  • Draft sponsorship proposals based on directives.
  • Administer sponsorship and partnership agreements, ensuring records are up to date.
  • Track and report on sponsorship and partnership activities
  • Support relationship management.with sponsors and partners
• Membership & Associate Membership Administration
  • Review membership applications and compile reports for leadership.
  • Develop, implement, and maintain workflows for the Associate Member Program.
  • Manage tracking systems for the Friends and Neighbours Program and update the CRM system (Capsule).
  • Assist with Community League Operating Grant (CLOG) administration, including submission processing, data management, and trend reporting.
• Event Coordination & Support
  • Plan and coordinate membership-related events, trade shows, and meetings (e.g., Opportunity Fair).
  • Organize logistics and facilitate member participation in events.
  • Support Community League Day planning, including coordination of the 50/50 raffle.
• Financial Administration
  • Manage invoicing for Associate Membership and Community Leagues.
  • Track and support collections.
  • Respond to inquiries regarding payments and process transactions.
  • Complete bank deposits and maintain accurate financial records.
• Charitable Gaming Coordination
  • Assist with the coordination and administration of EFCL’s charitable gaming efforts.
• Process Improvement & Cross-Departmental Collaboration
  • Support the development and refinement of internal processes to improve operational efficiency.
  • Assist in drafting and maintaining operational policies and procedures.
  • Analyze and report on CLOG data trends to support informed decision-making.

Key Skills – Fund & Membership Administrator

1. 1. Grant and Fundraising Administration
   • Proposal Writing: Skill in drafting persuasive funding and sponsorship proposals tailored to organizational goals and funder criteria.
   • Budget Literacy: Ability to prepare, read, and revise budgets for grant applications and program funding.
   • Grant Tracking: Proficiency in supporting applicants to complete grant requirements and tracking data received. Managing deadlines, application statuses, and reporting obligations for multiple concurrent grants.
   • Policy Adherence: Understanding and applying fundraising and grant policies to ensure procedural consistency and compliance.
2. 2. Partnership and Sponsorship Stewardship
   • Relationship Management: Capacity to engage sponsors and partners professionally, cultivating and maintaining strong working relationships.
   • Contract and Agreement Administration: Skill in managing sponsorship agreements, ensuring proper documentation, timelines, and deliverables.
   • Reporting and Metrics: Maintains records of sponsorship activities and deliverables: supports reporting as needed
3. 3. Membership Program Coordination
   • Program Structuring: Competence in designing workflows and systems for membership programs, including Associate Memberships and engagement initiatives.
   • Eligibility and Application Review: Attention to detail in assessing membership applications and maintaining decision records.
   • Member Communication: Effective written and verbal communication tailored to diverse member audiences, providing clarity and support.
   • CRM Navigation: Proficiency in using customer relationship management tools (e.g., Capsule CRM) to track membership and engagement data.
4. 4. Data and Financial Administration
   • Transaction Processing: Ability to accurately manage payments, issue invoices, track collections, and maintain records for audit readiness.
   • Banking and Reconciliation: Competence in handling deposits
   • Data Integrity: Attention to accuracy in data entry and document management, supporting operational and strategic decision-making.
5. 5. Event Logistics and Engagement
   • Event Coordination: Skill in planning and executing event logistics, such as booking venues, arranging materials, and managing registrations.
   • Stakeholder Engagement: Ability to engage League members and partners in events that support membership and sponsorship goals.
   • Fundraising Event Facilitation: Familiarity with executing raffles and other fundraising activities in line with local regulations.
6. 6. Process Design and Continuous Improvement
   • Workflow Optimization: Capacity to assess and redesign internal processes to improve efficiency and reduce administrative burden.
   • Policy Development Support: Skill in contributing to operational and policy documents with clarity and alignment to EFCL procedures.
   • Analytical Thinking: Ability to identify trends in program data (e.g., grant success rates, membership growth) and recommend strategic adjustments.
7. 7. Technical Proficiency
   • CRM Software: Proficient use of Capsule CRM or equivalent platforms for tracking membership, partnerships, and sponsorship activity.
   • Google Workspace: Fluency in Gmail, Docs, Sheets, and Forms for documentation, reporting, and communication.
   • Payment and Financial Tools: Basic competency in using financial platforms and tools for invoicing and payment tracking.
8. 8. Collaborative Work Practices
   • Information Sharing: Keeps colleagues informed by maintaining clear records and providing timely updates on tasks and processes.
   • Supporting Others’ Workflows: Completes administrative duties with attention to how outputs connect to and support the work of other team members.
   • Inclusive Engagement: Proactively involves colleagues in relevant tasks and decisions, ensuring their input strengthens outcomes.
9. 9. Core Knowledge Bases
   • Community Leagues: Understanding of the structure, values, and operational models of Edmonton’s Community Leagues.
   • Fundraising and Membership Models: Knowledge of grant funding processes, sponsorship principles, and member engagement best practices.
   • Charitable Gaming and Non-Profit Compliance: Awareness of regulatory frameworks applicable to charitable gaming and non-profit administration.

Tagged as: Non-Profit Management and Support