Reception & Donations Coordinator

Annual Salary Range: Range $57,000 to $70,000. Expected hiring range $60,000 to $67,000

Employment Type: Permanent, Full-Time

Location: Onsite the new St. Paul’s Hospital (5 days in office per week)

Reporting Manager: Manager, Donations

Benefits: Extended Health Benefits and eligibility to participate in the BC Municipal Pension Plan

Role Overview

The Reception & Donations Coordinator plays a dual role at the Jim Pattison Medical Campus St. Paul's Hospital, serving as the welcoming first point of contact for visitors, donors, patients, and staff while providing essential administrative and operational support to the Foundation's Donations team. This role helps ensure every interaction reflects the professionalism and care our supporters expect while supporting the accurate processing of gifts, maintaining donor records, coordinating donation workflows, and generating tax receipts. As an integral member of the team, the Reception & Donations Coordinator contributes to creating a positive front-line experience and maintaining the integrity of donor operations through exceptional customer service, attention to detail, and a commitment to excellence.

Key Responsibilities

• Serve as the first point of contact for the Foundation, welcoming visitors and responding to inquiries from donors, volunteers, staff, patients, and the public in a professional and friendly manner.
• Answer, screen, and direct incoming digital /non digital quires, manage the reception area, and provide general information or redirect inquiries as appropriate.
• Coordinate the flow of donations, acting as a key liaison between the Donations and Fundraising teams to ensure accurate gift coding and processing.
• Process donations—including cash, cheques, credit cards, and gifts-in-kind—in Raiser’s Edge.
• Prepare and manage gift batches for data entry and reconciliation.
• Ensure that donor records are accurate, complete, and up to date.
• Prepare and reconcile donations for deposit in accordance with internal controls.
• Open, sort, and distribute incoming mail and coordinate courier deliveries as required.
• Maintain reception and common areas, ensuring meeting rooms are prepared and visitors receive a welcoming experience.
• Support with general administrative tasks, including filing, scanning, preparing meeting materials, recording minutes, processing expense reports, and ordering office supplies.
• Participate in process improvement initiatives and perform additional related duties as required.

Qualifications & Experience

• Successful completion of a post-secondary program in Office Administration, Business Administration, or a related field, required.
• Certificates in Fundraising, Non-Profit Management, or Accounting, are an asset.
• A minimum of 2 - 4 years of administrative, reception, or customer service experience, preferably in a professional office or non-profit environment, required.
• Previous experience in a non-profit environment is an asset; familiarity with Raiser’s Edge is preferred.
• High level of initiative, critical thinking, and problem-solving skills, with the ability to proactively identify and escalate issues.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Sound judgment and discretion in handling confidential and sensitive financial information.

As a not-for-profit foundation entrusted with donor funds and community partnerships, the successful candidate must complete and pass a criminal background check prior to commencing employment.

To submit your application, please email your resume with cover letter to [email protected] indicating the job title "Reception & Donations Coordinator" in the subject line.

About St. Paul’s Foundation

St. Paul’s Foundation raises funds to support patients, residents, caregivers, and families at St. Paul’s Hospital and at Providence Health Care and Providence Living sites across BC. Our generous donors are an essential part of Providence’s mission to deliver compassionate care, innovative research, and world-class medical training and education.

As we look back on our 130-year history – and forward to our future in the new St. Paul’s Hospital at the Jim Pattison Medical Campus – we are ready to further push the boundaries of innovation, research, and patient-centred care for the people of British Columbia and beyond. Truly, our mission and the support of our community have never been more important. www.helpstpauls.com

All Candidates Are Welcome

Diversity, equity, and inclusion are essential to creating a great workplace. At St. Paul’s Foundation, we are fully committed to building a strong and representative team. To that end, we especially encourage applications from members of all communities who are disadvantaged on any grounds under the BC Human Rights Code, including people of colour, people of all genders and sexualities, people with disabilities, and Indigenous Peoples, who, as a result of colonization, are under-represented in positions of economic, social, and political influence and leadership.

Thank you for your interest in working with St. Paul’s Foundation. Only candidates short-listed for interviews will be contacted.