Position Title: Manager, Finance & Administration

Reports To: Director, Finance & Strategy

Status: Permanent Full Time

Work Location: Hybrid – minimum 2 days per week in the office at 2085 Hurontario Street with occasional work at hospital sites – Mississauga, Credit Valley Hospital and Queensway Health Centre sites.

ABOUT US

At Trillium Health Partners Foundation (THPF), we envision a future where health care transcends expectations and every member of the community has access to the care they need, when they need it the most.

Our vision is bold: build a new kind of health care for a healthier community.

We are the driving force behind Trillium Health Partners. Our team is raising money for the hospital so that millions of patients in the West GTA and surrounding communities have access to the care they need. Trillium Health Partners is comprised of Credit Valley Hospital, Mississauga Hospital and Queensway Health Centre and is one of the largest community-based, academically affiliated acute care facilities in Canada serving one of the fastest growing populations in the country. Trillium Health Partners is a teaching hospital affiliated with the University of Toronto and home to the Institute for Better Health, the hospital’s research, and innovation engine. It is also the regional specialist for over 14 programs such as cardiac, cancer, stroke, neurology, mental health and so much more. Our doctors and nurses’ partner with your local hospital to offer highly complex care.

Our 50+ member team is comprised of exceptional talent, with diverse backgrounds and expertise dedicated to raising the crucial funds needed to address the highest priority needs of our hospital.

We operate with respect, collaboration and a drive for excellence and have already made a massive impact! Our fundraising milestones include securing the largest donation ever made to a hospital in Canada by Peter Gilgan and the Peter Gilgan Foundation of $105 million to help build the future home of The Peter Gilgan Mississauga Hospital. We also secured the largest corporate match by Orlando Corporation of $75 million to support development of the new hospital, mental health and research and innovation.

While we love setting records, we are hungry for more and need your help getting there.

Join us to help revolutionize the future of health care in the West GTA.

THE ROLE

The Manager, Finance & Administration will manage and oversee the financial functions, systems and reporting requirements of THPF as well as compliance with fund accounting principles and Canadian NFP accounting standards. This role also oversees all donation data entry process in the Customer Relationship Management tool (currently Raiser’s Edge NXT), tax receipting process including receipts for one-time donations as well as consolidated annual receipts, while ensuring gifts are receipted in compliance with CRA regulations. This role also oversees the full cycle accounting process, using the financial system (currently Financial Edge NXT).

With your team of four, you will work to provide guidance to the greater Foundation team regarding the effective use of financial resources and options to enhance financial and business performance, while oversee donor support requests – updating credit card information, reissuing replacement receipts, tracking incoming donations.

Additionally, the Manager, Finance & Administration assists the Director of Finance & Strategy (DFS) to maintain the integrity of the Foundation finances, such as month end close, reconciliations, year-end audit, statutory filing and financial reports for donors, Hospital finance department and the Foundation Executive Team (FET).

RESPONSIBILITIES

Financial and Management Accounting

Lead the core financial structure – Financial Edge NXT system with the understanding of the impact to financial reporting and other related modules, functions and other business systems when changes are implemented to ensure completeness and accuracy. e.g. validating and creating new accounts and funds.
Provide financial information to foundation budget holders.
Review the reconciliation of monthly donations between the FE NXT - General Ledger and Raiser’s Edge NXT.
Lead the accounting of the investment portfolio including preparation and recording of all transactions related to the Foundation’s investments purchases, sales, income and transfers.
Lead the annual disbursements of endowment payouts as well as preparations of quarterly endowment reconciliation and reporting.
Support the management of all restricted funds and campaign funds reporting including project cashflows and attend meetings with various stakeholders at THP.
Support the annual financial statement audit process, and review supporting schedules for external auditors as set forth in the audit engagement letters/plans.
Work with relevant service providers (banking, investments) to source the best possible solutions to improve the financial operations (electronic reporting, etc.).

Financial and Management Reporting

Lead the creation of external financial statements and monthly internal management reports, campaign reports, financial templates that respond to the current needs of the Foundation.
Assist Vice President Finance, Strategy & Business Operations (VPFSBO) and DFS with financial reports to THPF Finance Committee and Board of Directors.
Oversee Analysis of large data sets in consultation with VPFSBO and DFS, and other departments as required.
Develop cash flow management, forecasts and unrestricted funds management reports and projections.

Oversee donation data entry into CRM

Oversee donation entry process from various sources – digital, mailings, bank transfers, estates, etc. This includes donation data supplied by third party vendors, and electronic files supplied to bank(s) and payment processors (Blackbaud Merchant Services).
Ensure all constituent and donation data is entered correctly and accurately into Raiser’s Edge NXT.
Ensure all acknowledgement letters, welcome packages and tax receipts are sent to donors within reasonable time frame – e.g. 1-2 business days.
Review all gift processing support documentation for completeness and accuracy.

Financial Reporting and Disbursements to THP

Support the Foundation’s disbursement of restricted funds to THP to ensure funding is provided and used by respective Hospital beneficiaries as directed/designated by donors, in accordance with the THPF policies for granting.
Support the fund reporting to THP management and departments, including individual physicians/researchers, regarding restricted fund balances and funds available to spend.
Support the DFS, VPFSBO and THP Finance in compiling annual funding list for THPF’s annual capital equipment commitment to THP.

Systems and Processes Maintenance & Improvement

Collaborative work with Data, Innovation and Integration (DI&I) team and fundraisers to support the development of strategies to improve or enhance the integration of various systems particularly RE NXT and FE NXT.
Support THPF finance-related processes in compliance with established Foundation policies and internal controls.
Evaluate enterprise risks associated with THPF business operations, strategies and recommend effective mitigation measures.
Liaise with DI&I team to improve data processing processes.
Oversee Finance Service Desk ticketing system, including liaising with DI&I to refine requests, as well as providing training to foundation staff to understand the best way to use the system.
Oversee all testing of new data processing for new vendors.
Provide reporting to DFS regarding processing statistics, etc.

Donor Support Services

Oversee process for issuing tax receipts to all donors who meet the minimum threshold to receive a receipt, including receipt replacement upon request.
Oversee process of issuing Gift-In-Kind donation receipts, requesting review from DFS and approval from VPFSBO.
Manage workload and expectations for reception at Foundation office, including coverage for Receptionist’s absences (illness, vacation).
Process approved donation refunds
Support credit card donation process, contacting donors for updated payment information for their recurring donations (monthly, quarterly, annual).
Ensure all donor information is secured in compliance with all data protection and privacy laws.

Finance team management and Foundation team support

Review vendor contracts, service agreements to protect and limit the financial liability or exposure for THPF.
Supervise the accounts payable function, review and provide approvals based on signing authority limits level specified in the THPF signing authority policy.
Work as a team player promoting a positive and professional work environment and conduct role with integrity and respect.
Promote a workplace environment that fosters collaboration, respect, and the pursuit of excellence.
Act as an Ambassador throughout the Community, positively representing THPF.
Set goals, monitors work of finance staff and evaluates results to ensure the team meets its goals and that the deliverables are in line with the needs and mission of THPF.
Conduct performance evaluations and identify performance issues, and takes action (coaching, development) to improve staff performance.

Qualifications

Bachelor’s degree in accounting, finance, or a related field and/or combination of at least 5 years of experience in financial accounting, management accounting, or nonprofit financial management.
CPA designation (or actively enrolled and nearing completion) an asset.
Demonstrated experience managing systems like Financial Edge NXT and Raiser’s Edge NXT.
Advanced Excel skills and familiarity with data analysis tools like Power Query and Power BI is a plus.
Data analysis and reporting skills.
Hands-on knowledge of financial statement audit processes, working with auditors, and addressing audit issues.
Proven experience in budgeting and forecasting.
Experience overseeing investment portfolios and managing disbursements in accordance with donor agreements.
Experience leading financial reporting processes.
Experience in leading and mentoring finance staff, overseeing performance evaluations, and fostering a positive team environment.
Familiarity with accounting standards, tax laws for donations, data protection laws, and nonprofit financial compliance (i.e. Knowledge of CRA tax receipting guidelines, Gift-in-Kind donations, etc.).
Experience providing exceptional donor support.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners Foundation will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

We thank all those who apply but only those selected for further consideration will be contacted.