Membership And Administration Officer

Job Posting Date: March 16, 2023

Closing Date: when staffed

Reports to: Director of Operations

Position type: 1-year contract – full time (possibility of renewal)

Language: Fully bilingual

Start date: May 1, 2023

Salary range: commensurate with experience

Overall Responsibilities:

The Membership and Administration Officer is a fully bilingual professional who will be responsible for facilitating the membership process and the day-to-day administration of Families Canada.This will include member recruitment and database management, providing support to the FC Team and CEO, and developing and retaining a good working knowledge of Families Canada, its programs, and projects. They will also be responsible for developing, implementing, and monitoring a Membership Strategy.

About Families Canada

Families Canada is the national association of family support centres. Our members are community-level organizations who provide hubs of free services, programs, and resources to primarily low-income and disadvantaged families in communities across Canada. Through our 500+ members, we impact the lives of approximately 500,000 families per year. For over 40 years, we have helped our members meet the evolving and complex needs of families by:

• Providing professional development opportunities
• Developing and disseminating evidence-informed resources
• Piloting, adapting, and scaling evidence-based programming

In our work, we partner with private, public, non-profit and academic organizations to turn knowledge into practice. A multi-sector approach is essential for addressing barriers and strengthening families.

Specific duties include:

Membership Responsibilities

• Maintain, update and monitor Membership Management System (MMS)
• Communicate via verbal, electronic, and written correspondence to members and other stakeholders
• Monitor monthly membership revenue goals, and make recommendations for growing membership numbers
• Support Communications Officer on occasional membership-related email campaigns
• Develop, implement, and monitor a Membership Strategy for Families Canada
• Process membership applications and renewals
• Generate membership reports
• Respond directly to prospective or new members inquiries

Administrative Services

• Provide other support services to Families Canada as required
• Answer telephones, take and direct messages to appropriate individuals
• Process incoming and outgoing mail and incoming email and faxes. Respond as appropriate.
• Assist with new staff orientation
• Maintain Admin Deskbook, By-Laws binder and Policies and Procedures binder
• General administrative duties including but not limited to: coordinate advertising for vacant positions, organize staff travel arrangements when required, data entry, filing of hard copies, printouts and other documentation
• Liaise and work with all other support staff and keep completely informed of all Families Canada activities
• Assist with organizing Families Canada’s AGM and National Roundtable
• Organize files, maintain accurate filing system
• Respond to inquiries and information requests, provide information and follow-up.

Publications

• Support communications staff in outreach to stakeholders during online store sales
• Advise on reprint considerations and costs, and present options
• Monitor monthly publications revenue goals
• Manage FC’s online Shopify store (fulfill orders, monitor inventory, and inform when low, and support FC’s printer to fulfill physical product orders)
• Add new products to Shopify store

Office management

• Take initiative to ensure that all common working areas are clean and organized
• Organize maintenance and repairs of equipment and workplace

Finance support

• Maintain daily records of cheques
• Provide general assistance to Finance Officer on an as-needed basis
• Mail cheques
• Obtain credit card authorizations when required

Support to the Chief Executive Officer, Director of Operations and the Board of Directors

• Work with CEO/Dir Ops to prepare board packages prior to meeting
• Assist with the organization of Board Meetings, Annual General Meeting and other meetings CEO/Dir Ops may be involved in as needed
• Assist with scheduling of and preparation for meetings as required
• Prepare and distribute meeting documents as requested by CEO/Dir Ops

Other

• Overtime may be required. It will not be paid but time off in lieu will be given. Overtime must be approved by CEO/Dir Ops in advance
• Travel may be required

Assets

• Experience working with Member365 (or other Membership Managements Systems / CRMs)
• Experience managing a Shopify store
• Experience working with TalentLMS (or other Learning Management Systems)

How to Apply

• Submit your CV and Cover Letter [email protected]
• Position will be open until filled