Donor Relations & Grants Coordinator

About the Community Foundation North Okanagan Community Foundation North Okanagan is dedicated to enhancing the quality of life in the communities of North Okanagan. Since 1975, our donors have created over 200 endowment funds and together we have distributed more than $16.6 million to charities. From arts and culture to the environment, health and recreation, education, and more, we exist to make meaningful and lasting improvements to communities in our region. Position Overview The Donor Relations & Grants Coordinator is a key member of our small but mighty team, helping things run smoothly behind the scenes. Reporting to the Executive Director, this role supports both donor stewardship and grant administration, ensuring our donors feel appreciated and our grants make it into the hands of local charities making a difference. We’re looking for someone who’s detail-oriented, tech-savvy, and great with people. If you enjoy juggling a variety of tasks, building relationships, and improving systems, you’ll thrive in this role. Your work will directly support our mission to strengthen the North Okanagan through thoughtful giving and community leadership. 1. Donor Stewardship & Fund Development • Provide exceptional stewardship to donors and fundholders to help them achieve their philanthropic goals • Process donations, issue receipts, prepare donor statements, and send thank-you letters • Maintain accurate donor records, fund listings, and donation reports in CommunitySuite (C-Suite) and Grant Lifecycle Manager (GLM) • Manage online giving platforms (e.g., CanadaHelps) • Prepare and distribute bi-annual donor fund updates and other donor communications in alignment with best practices • Support the Executive Director in cultivating and maintaining donor relationships • Assist with planned giving and corporate partnership strategies • Develop and implement fundraising and stewardship plans • Track and report undistributed granting dollars and support strategies for annual disbursement • Contribute to communications strategies to ensure donor engagement is prioritized 2. Grant Administration & Coordination • Lead the planning, delivery, and evaluation of the Community Foundation’s grant programs • Manage grant cycles using the Community Foundation’s grants management system • Ensure accurate CRM data and integration across systems. • Liaise with applicants and grantees, providing materials, guidance, and follow-up • Support the Grants Committee by preparing summaries and reports • Analyze grant applications for eligibility and alignment with Community Foundation priorities • Conduct outreach to ensure local charities are aware of funding opportunities • Process and track grant agreements, payments, and feedback forms • Ensure compliance with internal grant policies and donor directives • Prepare annual reports on grant disbursements 3. Administrative & Organizational Support • Maintain confidentiality and ensure accuracy of donor and grant information • Update and manage Board and committee documents, policies, and office records • Support Board and committee meetings by coordinating logistics, scheduling, and taking minutes • Collaborate with colleagues to provide a donor and grant perspective on new and ongoing projects 4. Flexibility, Initiative & Systems Improvement • Adapt to new tasks, special projects, and shifting priorities as needed • Take initiative in identifying and implementing improvements to internal systems, processes, and strategies that enhance donor services, grantmaking, and overall effectiveness Required Experience, Skills, and Qualifications • Minimum 3 years of administrative experience in the charitable sector, ideally in fundraising, donor relations, grants, or finance. • Strong proficiency with databases, Microsoft Office, Google Workspace, and online tools. • Excellent communication skills — both written and verbal. • Highly organized with the ability to manage multiple deadlines and priorities. • Confident analyzing grant applications and reviewing financial information. • Able to maintain confidentiality and ensure data accuracy. • Familiarity with donor stewardship and fundraising best practices. • Known for integrity, professionalism, and ethical conduct. Other Requirements • Valid driver's license and reliable vehicle (mileage reimbursed) • High-speed internet and home office setup for remote work • Willingness to occasionally work evenings and weekends • Openness to evolving responsibilities and additional duties as assigned Work Environment & Flexibility • The Community Foundation offers a flexible work environment, allowing team members to set their own schedules in consultation with the Executive Director. • Work will be a combination of in-office and remote, with occasional in-person meetings and events required. • The focus is on achieving defined goals rather than following rigid work hours. Equity, Diversity & Inclusion Statement The Community Foundation is committed to fostering an inclusive and equitable work environment. We encourage applications from candidates of diverse backgrounds, including those who experience barriers to equity. We welcome candidates to share any lived experiences that may enrich our understanding of the communities we serve. To Apply: Please email your cover letter, resume, and the names of two work-related references in one PDF file. Use the subject line “Donor Relations & Grants Coordinator.” Send applications to: leanne@cfno.org Applications will be accepted until October 6th, 2025. We thank all applicants for their interest; only those selected for an interview will be contacted.