Manager, Fundraising, Finance and Administration

Are you an experienced business professional who enjoys using numbers to clarify and tell a story? Do you enjoy an entrepreneurial setting dedicated to one of the most urgent needs in our society – an improved environment?

If so, the rare Charitable Research Reserve, headquartered in the Blair area of Cambridge, would like to meet you.

Founded in 2001, the rare Charitable Research Reserve is a community-driven urban land trust, nature reserve and environmental institute with its headquarters and first three locations comprising over 900 acres within the Haldimand Tract that spans six miles on either side of the Grand River from source to mouth, land granted to Indigenous Peoples in 1784 to recognise their support for the British in the American Revolution. In Wellington County, rare is creating an Eramosa River Conservation Corridor to protect forever the river and its adjacent forests and uplands –– lands of the highest ecological significance and which are so far largely unaffected by direct human impact –– ensuring connectivity of spaces and survival of species in an increasingly and rapidly developing area. For all its properties, rare acknowledges and is grateful to all of the original stewards of the land. Understanding that this land has been rich in diverse Indigenous presence since time immemorial rare would like to honour and respect the sovereignty of both First Nations in the area: the Onkwehon:we Peoples of Six Nations of the Grand River and the Anishinaabe Peoples of the Mississaugas of the New Credit. As well, rare acknowledges the Neutral people –– for whom there is archeological evidence on the property dating back 10,500 years –– and also those Indigenous Peoples who currently live, work, play and learn in the urban landscape around the properties, such other self-identified and status First Nations, Métis and Inuit.

While the goal of rare is to steward its sites and ecosystems intact in perpetuity, for the community to enjoy, forever, in a natural state, it also promotes the lands as a living laboratory for research — including in-house monitoring programs and partnerships with other institutions, citizen scientists, artists and Indigenous Peoples. Research then informs restoration practices and education programs through a Chain of Learning that reaches even the youngest learners in a program called Every Child Outdoors (ECO), a model of active, hands-on, problem-based environmental learning, driven by inquiry in the out-of-doors.

Reporting to the Executive Director, the Manager of Fundraising, Finance and Administration will work collegially as part of the fundraising and administrative team, and with program advisors, staff and volunteers to interpret rare and its needs to the broader community in order to build support for its mission and programs. In particular, this position is responsible for working with the fundraising team and an external controller to provide and maintain detailed, accurate and timely financial reports on all aspects of the organisation’s work. The position also is key resource for the Executive Director/Board of Directors, providing analysis and interpretation of the numbers based on a thorough understanding of the needs of an effective board and the goals of the programs.

This position requires flexibility, sensitivity and creativity to help rare meet major planning and campaign goals and our high accountability and transparency standards.

The position works in close collaboration with the Major Gifts Manager, the Development and Communications Officer, the Sponsorships and Events Manager and also supervises two part-time Administrative Coordinators. Responsibilities include financial reporting, overseeing the fundraising database and its coordination with the accounting software, the creation of annual operating and capital budgets, operating plans and regular cash flow and other management tools.

The Manager of Fundraising, Finance and Administration is also responsible for overseeing facilities management and maintenance/renovations, and for overseeing internal personnel matters, including hiring, orientation and training and the development and revision of organizational policies. 

Responsibilities and Deliverables include but are not limited to:

Fundraising and finance:

  • Understand the needs and plans of the fundraising team and ensure they stay on track meeting organizational needs and goals
  • Lead staff through annual budgeting, complete operating and capital budgets and plans as per the organizational Strategy and Plans
  • Support the board of directors and fundraising team by working with external controller to provide and present monthly financial statements, balance sheets and cash flow statements, as well as capital and operating reports;
  • Provide consolidated financials for annual report, complete year-end preparations with oversight of external controller and work with auditors to finalize audited financial statements;
  • Oversee all bookkeeping tasks including data entry into the accounting software (with help of volunteers), invoicing, accounts payable and receivable etc;
  • Ensure monthly account reconciliations are prepared by external controller and provided to Executive Director for review
  • Keep up with industry advances and technological solutions so as to recommend improvements and best practices to maintain a strong internal control framework and ensure the accurate reporting of financial transactions; and
  • Ensure fundraising data base and accounting software are coordinated, that upgrades occur as needed and that best practices are in place to provide accurate and timely reports from both systems.

People and Internal Capacity Building:

  • Leads inclusive and accessible recruitment, hiring, orientation and performance evaluation process;
  • Drafts employment and service contracts in compliance with rares policies and procedures and the Canada Employment Standards act;
  • Oversees administration of benefits program including extended health benefits, vacation, personal days; and
  • Administers Canada Summer Jobs and related employment grant programs.

General Administration

  • Supervises team of administrative coordinators and volunteers;
  • Takes the lead and has oversight on project management that involves facilities development and building projects and supervises Gardens and Facilities Coordinator;
  • Oversees and manages facilities rental program;
  • Oversees compilation of reports and invitations for board meetings and Annual General Meeting, including staff report, agenda, minutes etc;
  • Manages insurance policies;
  • Oversees updating process, development and correct implementation of Policies and Procedures;
  • Oversees and manages filing process (hardcopy and digital); and
  • Liaises with IT and other vendors

Key Competencies:

  • Must love numbers – and understand the story they tell.  Demonstrated understanding of fundraising, financial statements, generally accepted accounting principles and their application to not-for-profit organisations; preferably, at least 5 years of experience in the field, ideally in a not-for profit charitable organisation, and related education; degree in business administration or management is an asset
  • Excellent people and communication skills, authenticity, genuine interest in equity and inclusiveness and creating internal capacity and processes that reflect these values;
  • Ability to plan and direct and set realistic goals;
  • Ability to manage and supervise others, including volunteers and those with special, high-level skills in a team environment;
  • Understanding of fundraising, communications and project management;
  • Ability to understand, review, present and create financial reports based on the requirements of the fundraising team and Executive Director/Board of Directors;
  • Excellent organizational skills and ability to meet deadlines in an appropriate manner;
  • Strong attention to detail and excellent record-keeping abilities to ensure an organizational history and good management tools in all areas of finance and organization record-keeping (files/document/resources);
  • Ability to solve problems creatively and to handle emergencies in a capable manner;
  • Ability to work in a collaborative team environment where everyone’s goals and progress are understood and taken into account;
  • Ability to work independently, producing ideas, and to have appropriate communications with others; and
  • Ability to collaborate with a keen interest to push boundaries and seek unconventional or non-traditional partnerships;
  • Ability to drive and have own transportation; and
  • Must complete police record and credit check prior to hiring.

The rare Charitable Research Reserve strives for:

  • Plans executed in compliance with approved plans and budgets;
  • A healthy, positive and effective workplace in an environment that fosters creativity, flexibility, understanding of difference and abundance;
  • A workplace that provides staff, volunteers, and others with an invitation to contribute to rare in a meaningful way by developing new ideas and turning them into viable projects; and
  • Excellence (in our analyses, communications, program delivery, environmental management, etc.).

How To Apply:

Please submit one (1) PDF document that includes a cover letter and résumé and 3 references (they will not be contacted until you have been short-listed and informed) to

Dr. Stephanie Sobek-Swant, Executive Director

stephanie.sobek-swant@raresites.org

Deadline for applications is December 31, 2019.

Category: Job Postings · Tags:

rare Charitable Research Reserve
1679 Blair Road
Cambridge, ON N3H 4R8
(519) 650-9336
Charitable Registration:
#8776 15914 RR0001