Funding and Data Officer

JobsMedia; Toronto; Hybrid; CAD 56,000 - 59,000; Full time

Benefits offered by this job

Hybrid work & home office allowance

Health benefits

Pension matching

Vacation & holidays

Job summary

The McConnell Foundation in Toronto is seeking a Funding and Database Officer to ensure data accuracy in the Grants Management System and support funding processes. Reporting to the Funding Manager, you will be part of the Funding Team overseeing contributions, agreements and expense allocations.

The role covers funding administration, data reporting, and cross‑functional collaboration to improve processes, with a hybrid work arrangement and a focus on Toronto operations.

Qualifications

• 1-3 years of experience in administration or data management.
• CEGEP or a diploma of vocational studies.
• Experience in a grants management system environment.
• Bilingualism in English and French (B2).

Responsibilities

• Support funding processes by creating and administering grants records and preparing payment documents.
• Lead program outreach related to funding commitments.
• Track contracts with consultants, evaluators and researchers.
• Maintain data and generate reports in the Grants Management System (GMS).
• Assist with operations, logistics and meetings in Toronto.

Skills

Administration

Data management

Bilingual EN/FR

Education

CEGEP or vocational diploma

Tools

Grants Management System (GMS)

Salesforce Not-For-Profit

Job description

About the Foundation

The McConnell Foundation is a private Canadian foundation that strives for a resilient, inclusive and sustainable society that can successfully address its complex challenges.

Opportunity

The successful candidate will join a dynamic team that supports diverse and innovative approaches to community resilience, reconciliation and climate change. We do this through a variety of means: financial contributions and investment, capacity building, consultation and collaboration with the public, private and non-profit sectors.
Applications close at noon on September 15, 2025. The first round of interviews will take place the week of September 29, 2025.

Location

Candidates must be based in Toronto, Ontario

Mode

Hybrid – Must reside within Canada

Employment type

Full-Time, Permanent

Supervisor

Funding Manager

Department and Team

Operations

Hiring Salary Range (90-95%)

$56,300 to $59,400

Statement on Salary Negotiation

During hiring, employees are placed only at the top of the offered range if they demonstrate most or all asset qualifications. The Foundation offers candidates an additional 5% on the salary scale when they are based in the City of Toronto.

Position summary

The Funding and Database Officer ensures data accuracy and consistency in the Foundation’s grants management system and funding processes. Reporting to the Funding Manger, the role is a vital part of the Funding Team which supports the Foundation in administrating funding contributions, agreements and expenseallocations.

Main responsibilities Funding Administration (35%)

• Supports the funding process, in collaboration with the Funding team and Program team, by: creating and administrating grants records of various types; finalizing reports; drafting, editing and proofreading letters and documents necessary for payment processing; and obtains approvals and signatures.
• Serves as the main operational lead to the Program team members of at least two major focus areas by supporting and assisting with partner outreach requests linked to existing funding commitments.
• Tracks, and maintains records for contract obligations with consultants, evaluators and researchers.
• Tracks applications in various stages of the review cycle and follows up that the appropriate action is set up as necessary.
• Collaborates with the Programs Team to implement continuous improvement to funding processes.
• Responsible for processing and troubleshooting stakeholder requests into the Grants Management System (GMS).
• Answers questions related to the registration and application process and responsible for monitoring the Foundation’s general information mailbox.
• Supports the Funding team in GMS buildouts and customization programs and is actively involved in testing.

Operations and Cross-Cutting Responsibilities (30%)

• Assists in the reconciling funding and program expenses in the GMS with the financial accounting software.
• Collaborates with Funding and Learning & Evaluation teams on determining policies and best practices for proper record maintenance and archival techniques with an eye towards future data analysis.
• Supports in developing a robust training program for staff members on the GMS/CRM and data governance and management at the Foundation.
• Collaborates on building, maintaining and enforcing best practices for user maintenance and privacy /confidentiality of data within the Foundation’s technology suite.
• Remains at the forefront of legislative changes and requirements in terms of data privacy and protection laws and suggests improvements to our internal systems and practices in line with these regulations.

Organizational and Site Responsibilities (20%)

• Participates in internal working groups and committees and may represent the Foundation in external collaborations.
• Offers onsite support to the Foundation’s Toronto activities, supporting with logistics and coordination for Toronto-based activities, such as staff gatherings, board meetings and partner convenings.
• Collaborates with the Operations team for the distribution and management of materials and supplies in Toronto as required.
• Acts as Toronto-based point of contact and booking agent for vendor and supplier relationships.
• Supports with operational back-up responsibilities.
• Helps applicants and partners navigate processes.

Data and Reporting (15%)

• Assists in the creation and maintenance of data visualization reports in the GMS and analyzes results.
• Assists in monitoring the disbursement quota forecasts and details and commitment schedule against actual disbursements, and flags areas of concern.
• Supports the maintenance and processing of accurate digital files mainly within the GMS, such as withdrawing dormant records for applications or users, updating information in specific GMS records, and any other database maintenance requests by the Funding Manager.

Position requirements

• 1-3 years of experience in administration or data management.
• CEGEP or a diploma of vocational studies.
• Experience in a grants management system environment.
• Demonstrated experience managing multiple, competing tasks and priorities while adhering to deadlines.
• Bilingualism in both English and French (B2 on the global scale).

Assets

• Experience working in a philanthropic organization.
• Experience working with Salesforce Not-For-Profit.
• Knowledge and experience with data management, analysis and visualization.

Core Competencies and Desired Attributes

• Alignment with the Foundation’s values and mission.
• Demonstrates commitment to equity, diversity, inclusion.
• Collaborates, building partnerships and working collaboratively with others to meet shared objectives.
• Instills trust, gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Focuses on stakeholders, anticipating and balancing the needs of multiple vista points and groups.
• Drives results, consistently achieving desired outcomes, even under tough circumstances.
• Demonstrates a strategic mindset, seeing ahead to future possibilities and translating them into breakthrough strategies.

Role-Specific Competencies

• Optimizes work processes, establishes effective and efficient processes to get things done, with a focus on continuous improvement.
• Plans and aligns, prioritizing work to meet commitments aligned with organizational goals.
• Shows tech savvy, anticipating and adopting innovations in business -building digital and technology applications.

Benefits

• Generous, fully paid benefits and a health spending account.
• Simplified pension employer matching (6%).
• Holiday granting and charitable donation allowances.
• Employee Assistance and Virtual Medicine programs.
• Hybrid working conditions and home office allowance.
• Four weeks of vacation and paid holiday time off between Dec 25 and Jan 1.

Equal Employment Opportunity Statement

The McConnell Foundation is working towards strengthening our culture of inclusion and strives to build a team that reflects our mission for a more inclusive, resilient and sustainable society. We welcome and encourage applications from Indigenous people, Black people, racialized people, women, non-binary and gender-nonconforming people, people from the 2SLGBTQQIA community, people with disabilities (visible and invisible) and newcomers to Canada.
Our recruitment team will consider equity status throughout the recruitment process, so we invite members from equity deserving groups to self-identify in their application.
Our work environment and hiring process is inclusive and accessible to anyone with unique needs in terms of accessibility and accommodations. We will support you throughout the life cycle of your employment with us. We ask that all applicants identify their accommodation needs by sending an email to accessibility @mcconnellfoundation.ca so that we can create the necessary conditions so that you can participate fully in the hiring process. All information received in relation to equity status and accommodation will be remain confidential.

Privacy

By applying for this position, you freely and knowingly consent to the inclusion of all information provided by you to the McConnel Foundation in a file created in connection with your application for this or any similar position. You acknowledge that the file created on your application will be accessible to only those company personnel involved in the hiring process. It will then be stored the Foundation’s candidate database in accordance with the Foundation’s Privacy Policy for a period of five years, unless you request its destruction in writing. You also authorize the McConnell Foundation to contact the persons named as references in order to obtain evaluations of your performance and opinions on your work during former employment experiences.