Administrative and Support Coordinator
Dystonia Medical Research Foundation (DMRF) Canada
The mission of the Dystonia Medical Research Foundation (DMRF) Canada is to advance research for more treatments and ultimately a cure; to promote awareness and education; and to support the needs and well being of affected individuals and families. DMRF Canada is a registered non-profit Canadian charity governed by a volunteer Board of Directors.
This role is ideal for a self-starter who thrives in a fast-paced environment and is passionate about community support.
Type: Full-time contract until January 2026. Hybrid role with at least 3 days in office.
Work Schedule: 40 hours per week. Monday to Friday between 8 am – 5 pm. Occasionally working on evenings and weekends may be required.
Reports to: Administrative and Fundraising Officer
Salary: $19.00 per hour
Key Responsibilities:
Administrative Support:
- Process donations by entering information into the E-Tapestry database and accounting software (QuickBooks), generating tax receipts, and preparing donor packages.
- Manage data entry and filing of accounting paperwork/invoices, including tracking payments and issuing invoices.
- Perform regular database maintenance, collaborating with the other staff to ensure data integrity and adherence to procedures.
- Generate and analyze database queries and reports as needed.
- Provide general administrative support such as mailing, inventory management, and vendor coordination.
- Assist with fundraising initiatives, including letter writing, online campaigns, and event support.
- Contribute to website content updates, marketing initiatives, and other communication activities.
- Assist in the preparation and submission of reports, financial documentation, and legal records as required by law.
- Complete other administrative tasks as needed to support DMRF Canada's operations.
Support Program Coordination
- Deliver exceptional customer service through email, phone, and virtual channels, assisting patients, families, and healthcare professionals.
- Distribute materials to medical professionals and clinics, community members, and other stakeholders.
- Gather and share resources on disability support, and advocacy, and assist individuals and families in navigating disability support options, directing them to relevant services, and providing guidance on discrimination, advocacy, and support application processes.
- Ensure a positive and consistent experience across all program offerings, providing leadership and support.
- Host and facilitate virtual support group meetings in regions (in Ontario) lacking a support leader.
- Manage meeting and webinar registrations using the DMRF Canada database and E-Tapestry email platform.
- Market upcoming events through online channels, outreach to the medical community, and other identified methods.
- Ensure compliance with privacy regulations and best practices, particularly for online patient support groups.
- Maintain public-facing resources, including the website, social media, newsletters, and email campaigns as needed.
- Regularly audit Ontario-based programs and resources, ensuring accessibility and relevance for affected individuals and their families.
Support Group Leader Network Coordination:
- Maintain regular communication with support group leaders.
- Provide administrative and technical support to group leaders to ensure successful support meetings, educational sessions, and other events.
- Assist group leaders with complex patient requests, following established protocols and incident reporting procedures.
Qualifications and Skills:
- Experience in community support, social services, or a related field.
- Strong interpersonal, customer service, and communication skills.
- Sound judgment, discretion, tact, and patience in dealing with sensitive situations.
- Ability to work flexible hours, including occasional evenings and weekends.
- Enthusiasm for developing and testing new programs based on community needs and program objectives.
- Excellent organizational and time-management skills, with the ability to handle multiple priorities.
- Experience using online platforms such as Zoom, Microsoft Teams, Outlook, Excel, Word, PowerPoint, Canva, Mailchimp, and SurveyMonkey.
- Experience with E-tapestry/Blackbaud and QuickBooks preferred.
To Apply: Briefly mention in your covering email why you are interested in this job and submit your resume to info@dystoniacanada.org. Candidates will be required to participate in a skills assessment test at the interview.
DMRF Canada provides equal opportunity in employment and encourages applications from all qualified persons. Please note this position will require a background check and the signing of a privacy & confidentiality agreement.
We thank all candidates for their interest, but only those selected for an interview will be contacted.