Operations & Awards Coordinator (Term Position)

Banff Centre for Arts and Creativity; Banff; Hybrid; CAD 48,000 - 51,000; Full time

Benefits offered by this job

Hybrid work environment

Health benefits (Alberta Blue Cross)

Pension plan

Professional development

Employee Assistance Program

Housing assistance

Meal discounts

Onsite fitness facility

Job summary

Banff Centre for Arts and Creativity is seeking an Operations & Awards Officer for a term position through May 31, 2028. The role focuses on robust financial transactions, database and awards administration, and general operations to support the Development team.

Highlights include a hybrid work arrangement, unionized employment under CUPE 4318, and a salary range reflecting experience. The successful candidate will manage donor relations, annual reports, and scholarships with discretion and

Qualifications

• A college diploma, or equivalent work experience in a field such as non-profit administration, fundraising management, post-secondary education administration, or business administration.

Responsibilities

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

Skills

Interpersonal skills

Communication

Customer service

Time management

Initiative

Teamwork

Adaptability

Analytical thinking

Microsoft Office (Word, Excel)

Education

College diploma or equivalent

Blackbaud Raiser's Edge NXT Fundamentals/Professional certification

Tools

Blackbaud Raiser’s Edge

Raiser’s Edge NXT

Fundriver

Microsoft Office

Job description

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.

Role

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 (Blackbaud Raiser's Edge NXT)

• 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 Raiser’s Edge NXT
• 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 Raiser’s Edge NXT

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
• Blackbaud Raiser’s Edge and Raiser’s Edge NXT Fundamentals 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!
• Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.
• 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.

Commitment to Diversity

Banff Centre for Arts and Creativity is committed to creating an equitable, diverse, and inclusive campus for students, faculty, staff and visitors. Guided by our values, Banff Centre is rooted in Alberta with provincial, national and global impact. Our strength arises from inclusion; the diversity of people, ideas, perspectives, and cultural backgrounds in our work and team. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression to apply.

Privacy Statement

Banff Centre is a public body pursuant to the Protection of Privacy Act (Alberta) (“POPA”) and the Access to Information Act (“ATIA”). All of your personal information collected by Banff Centre, including personal information collected through third-party contractors or platforms, in relation to the creation of your candidate profile and submission of a job application, is collected pursuant to section 4(c) of POPA for the purpose of administering your candidate profile, evaluating your eligibility for a position(s) at Banff Centre, and communicating with you about your application. Your personal information may be disclosed, as required, pursuant to ATIA or other applicable law, to satisfy reporting requirements, or for statistical, funding, planning or research purposes.

If you have any questions about the collection, use or protection of this information, please contact the Privacy Coordinator at [e-mail], 107 Tunnel Mountain Drive, Box 1200, Banff Alberta, T1L 1H5, 403.762.6100.