Why Join Us?
About This Role
The Philanthropy Associate is responsible for coordinating key donor engagement and stewardship activities to support front-line fundraisers. This includes organizing small cultivation events, facilitating donor recognition and stewardship efforts, and ensuring timely and professional communication with donors. The role also maintains accurate donor records, prepares gift recording documents and proposals, and serves as a liaison between fundraisers and internal teams to ensure smooth execution of donor engagement strategies. Through strong coordination, attention to detail, and proactive problem-solving, the Associate contributes to the overall success of the philanthropy team.
This is an 18-month Contract Position
Key Responsibilities
- Supports donor engagement strategies by coordinating tailored engagement opportunities, including donor meetings, events, and recognition activities.
- Ensures timely and professional communication with donors, including follow-ups, responses to inquiries, and coordination of donor touchpoints.
- Drafts donor-related documents, such as gift recording documents, proposals, and briefing notes, based on predefined information and fundraisers’ direction.
- Facilitates donor stewardship by ensuring timely delivery of impact reports, acknowledgments, and recognition documentation.
- Coordinates logistics for meetings, including scheduling, agenda preparation, material distribution, and timely follow-ups.
- Ensures accurate donor records and generates reports in Salesforce to support fundraiser decision-making and engagement tracking.
- Creates reports and dashboards to identify gaps and opportunities of current process and creates processes, procedures, guidelines, and templates to enhance efficiencies
- Supports the flow of proposals and documentation, ensuring fundraisers have access to timely and accurate materials.
- Oversees logistics for small cultivation events, including donor tours and engagement events,ensuring seamless execution and alignment with strategic objectives.
- Organizes and participates the Individual Stewardship Profile (ISP) meetings, ensuring proper d ocumentation and follow-ups.
- Provides feedback to improve administrative processes, enhancing team efficiency and operational effectiveness.
- Collaborates with cross-functional teams, such as Marketing, Donor Engagement, and Gift Processing, to align donor engagement efforts and ensure accurate and timely processing of donations.
About This Role
The Administrative Team Lead, Philanthropy supports the efficient operation of the Philanthropy department by leading a team of Philanthropy Administrative Assistants, ensuring seamless administrative support to fundraisers, and anticipating the needs of both fundraisers and the Associate Vice President, Philanthropy (AVP). The Team Lead ensures consistency in administrative processes, coordinates fundraising activities, and provides direct administrative support to the AVP. The Team Lead provides relevant input to the Campaign Operations Team and relays feedback and operational insights from the Campaign Operations team back to the Philanthropy team. The role fosters a collaborative environment within the team, maintaining high standards of service and attention to detail in all aspects of administrative support, while keeping donor-centricity and organizational goals at the forefront.
This is an 18-month Contract Position
Key Responsibilities
- Leads the Philanthropy Administrative Assistants, ensuring consistent, high-quality, and timely support for fundraisers, enabling them to focus on donor engagement and relationship-building
- Identifies areas for improvement and establishes standardized administrative systems, processes, and guidelines to maximize efficiency, reduce redundancies, and ensure consistency across the Philanthropy department
- Ensures accuracy and efficiency in record management and documentation within the Philanthropy team enabling accurate metrics and tracking of KPIs, enabling Foundation-wide data quality
- Develops training materials, leads training sessions, and provides ongoing coaching and support to Philanthropy Administrative Assistants and other impacted Foundation staff to ensure best practices are followed
- Acts as a liaison between the Philanthropy team and the Campaign Operations team, coordinating reporting efforts to ensure accurate and consistent communication of fundraising activities and outcomes
- Provides day-to-day executive assistance to the AVP, managing workload and priorities, scheduling meetings, drafting communications, preparing reports, administering meetings, including organization-wide initiatives led by Philanthropy
- Assists the AVP with leadership functions, coordinating communication between the Philanthropy team, Leadership Team, Board of Directors, and external partners
BC’s Top Employers 2025
VGH & UBC Hospital Foundation is thrilled to be named as one of BC’s Top Employers for 2025! We were selected in part due to our extended benefits plan, progressive time-off policies, and encouragement for employees to pursue ongoing education.
Learn MoreFrequently Asked Questions About Careers
Find answers to common questions about joining our team.
If you are looking for a career where you truly connect with the organization’s purpose, your hopes and dreams may be a perfect match with building a career with VGH & UBC Hospital Foundation. The work we do impacts the province in which we work, and makes a real difference both saving and improving lives. People who thrive at the Foundation are engaged with and inspired by the impact we have in BC healthcare.
Our workplace culture, the ‘way we do things here’, is informed by our values. The Foundation’s core values are
Initiative & Innovation | Integrity and Stewardship | Teamwork and Engagement
These are more than just words. These values create a culture where cross-functional team engagement and accountability is the norm, where honesty and transparency are key, where people are encouraged to learn and grow, and where we celebrate the learning along the journey as much as getting to the goal.
Our approach to the question of whether work is ‘remote or in office’ is informed by a desire to have flexibility, accountability and real-human relationship development. As we continue to learn together, and discover the most engaging and empowering ways of working, we have embraced a ‘hybrid’ model. Team members are able to work in office full time if that works best for them, or up to 50% of their time at home.
Several elements contribute to the flexibility we provide our employees. After all, we each have unique lives and preferences.
- Flexible start and finish times around our core hours of 9:30 am to 3:30 pm (PST) Monday to Friday. We work a 37.5 hour work week and trust you to figure out how to make that happen.
- Compressed working option in the summer. If you want, you can compress ten days of work into nine and then take the final Friday off. People opting to take this ‘nine-day fortnight’ end up with ten long weekends over the summer. Just think about the camping trips!
- Five personal leave days, in addition to the standard 20 days of vacation each year.
- Three additional foundation days during the year.
- A remote work policy that allows work from anywhere for up to 10 days per calendar year.
On July 27th, 2024, Dr Henry declared an end to the public health emergency related to COVID, and rescinded related orders, including rescinding the order that required COVID-19 vaccination of staff working in health authorities. Employees of the VGH & UBC Hospital Foundation no longer require COVID vaccination as a condition of employment.
We have a proven history of promotion from within as well as the opportunity to grow in role. We invest in the learning and development of our people, and support career growth at every level of the Foundation. As we continue to innovate and add even more value, new roles will continue to be added to enable us to positively impact health care.
We offer the opportunity to learn and grow outside of your ‘job description’, too. Employees are encouraged to participate in our various staff experience committees. Our Culture Cabinet is a team of passionate individuals committed to leading and inspiring a culture of diversity, equity, inclusion and belonging. Our Social Committee is an enthusiastic team of folks who create fun and creative staff activities that bring us together in playful and engaging ways. Our Health and Safety Committee is focused on ensuring all Foundation staff know that their safety is paramount, and that we are committed to continuous improvement.
Vacation
All employees receive 4 weeks (20 days) of vacation each year, increasing a day per year after 5 years, up to 35 days. Between vacation, Foundation Days, and the 11 BC stat holidays, Foundation employees enjoy 34 paid days off each year.
Other PTO (Paid Time Off)
The Foundation also has three ‘Foundation Days’ (Easter Monday, Boxing Day, and an additional day in late December); five Personal Leave days (that can be used for celebrations or observances that are significant in your life), and a ‘9 day fortnight’ program for the summer, where employees can choose to work a few extra minutes each day, and take every second Friday off. This equates to 10 long weekends over the summer.
Additionally, all staff are covered by a paid sick leave program which accrues at approximately 1.5 days per month, to a maximum of 26 weeks of sick leave.
Health Benefits
All the premiums for our Foundation health benefits are 100% employer-paid, for you and your spouse/partner and dependents. All full-time staff with a contract longer than 6 months are entitled to dental and extended health benefits, a Health Spending Account, life insurance and dependent life, long term disability, accidental death and dismemberment insurance, and an employee and family assistance program for counselling support.
Municipal Pension Plan
All staff are enrolled in the Municipal Pension Plan – a defined benefit plan – to which the Foundation contributes 9.56 %, starting their contributions after 3 months in role (or 12 months for temporary employees).
Professional Development
At the Foundation, we support your unique career development journey. Throughout your time at the Foundation, we have regular career and development check-ins, where you and your manager mutually determine what types of job experience and challenges, social learning and formal learning will support you going from ‘where you are’ to ‘where you want to be’. With your manager’s approval, we support up to $1000 per year towards formal learning courses. Additionally, all employees have access to our internal calendar of learning, Vancouver Coastal Health’s learning resources, and have a Foundation-paid subscription to LinkedIn Learning.
Employee Perks
All employees have subsidized access to the VGH fitness facilities, parking, and cycling centre. There are various other perks offered through VCH, including subsidized transit passes, and discounts at a range of local retailers and service providers.
Through every part of the Foundation, we are committed to creating an equitable and inclusive workplace. We have a highly engaged cross-functional team that develops and continuously monitors policies, practices and experiences to support our journey of creating a workplace that continuously strives to improve. Guided by the input of our staff and best practices in the Global Benchmark for DEIB, our Culture Cabinet created (and received executive endorsement for) the Foundation’s Diversity, Equity, Inclusion and Belonging Statement:
We’re on a journey
At the Foundation, we know that “Harnessing the power of philanthropy to significantly improve specialized health care and research for everyone in British Columbia” requires a passionate, engaged, and diverse team that represents the communities we serve. Our journey of learning and acting on that learning will support our team members in uniquely contributing to our mission, and to feel that they truly belong.
Our hiring process varies a bit depending on the role, but you can expect to have your application considered by our human resources team. We may approach you for other roles too! If shortlisted, you will be invited to interview. We always invite shortlisted candidates in for a behavioural interview with a panel that includes the hiring manager. Sometimes we have a second round of interviews, and depending on the role, we may ask you to take a skills test or give a short presentation. All going well, we’ll take up your references, and then get in touch to offer you the role!
We don’t currently allow pets in our offices, but we hope that our hybrid work policy allows you to have your beloved four-legged friend with you on your work-from-home days. If they pop up on MS Teams, please introduce them!
Please be sure to apply for any specific role you are interested in, but if you don’t see that perfect role, and still think you’d make a great addition to our team, let us know. We may have something come up in future that we think you’d be great for. Forward your resume to careers@vghfoundation.ca and we will be sure to get back to you!
Who we are
Advancing Health Care Through Philanthropy
At VGH & UBC Hospital Foundation, we are dedicated to shaping the future of health care in BC through the power of philanthropy. Our mission is to enable better patient care and outcomes by partnering with donors and health care providers.
Join us in making a difference. Discover more about our mission, vision, and the values that drive us.
