Grants Administrator

About The Foundation Office

The Foundation Office (TFO) is a boutique, public foundation that professionally manages donor- advised funds (DAFs) for a select group of thoughtful donors. Launched in 2014, TFO has helped (primarily Christian) individuals and families give more than $130 million to charities working across Canada and around the world. In 2025, TFO issued 1,000+ grants totaling $49 million to registered charities and qualified donees.

Role Overview

Reporting to and working with the Program Officer, the Grants Administrator will support the timely and accurate administration of donor-advised grants and grant reporting. The role also plays an important part in maintaining clear, timely communication with charity partners. This is a rare opportunity to join a close-knit team that works behind the scenes to manage and facilitate effective philanthropy.

Position Responsibilities

Process DAF Advisors’ Grant Recommendations

• Monitor shared email inbox for Advisors’ grant recommendations
• Verify the charitable registration status of recommended donees
• Review recommended grant designations for clarity and compliance with legislation and CRA guidance
• Maintain accurate grant records in TFO’s grants database
• Prepare and send grant recommendation forms for Advisors’ review and signature using DocuSign

Grant Communications and Disbursements

• Develop and maintain grant communication templates for DAFs
• Draft letters and related correspondence for grants (using Microsoft Word’s Mail Merge as appropriate)
• Coordinate with the Program Officer and Finance Manager to complete cheque and electronic grant disbursements
• Print cover letters and envelopes to collate with grant cheques
• Scan and file paper and digital grant documentation

Acknowledgements and Records

• Track, log, and file grant acknowledgements
• Maintain up-to-date charity contact information in grants database
• Review, sort, and forward donee communications to donors, as appropriate

Grant Reporting

• Prepare grant report templates for select DAFs
• Request annual grant reports from select donees
• Track and acknowledge grant report submissions
• Review and summarize grant reports to highlight key themes, outcomes, and issues relevant to DAF Advisors’ decision-making

General Administrative Support

• Assist with other grants-related or administrative tasks as needed

Qualifications

1. University degree, college diploma, or equivalent experience
2. At least two years of experience in an administrative role
3. Appreciation for the importance of CRA compliance; familiarity with the CRA’s requirements for what qualifies as a gift is considered an asset
4. Genuine enthusiasm for good administrative work and satisfaction in keeping systems and documents organized, accurate, and up to date
5. Steady and dependable working style, with the ability to independently track tasks, deadlines, and follow-up across high-volume grant and reporting cycles
6. Comfort with routine, administrative tasks, including printing, filing, scanning, and handling mail
7. Demonstrated proficiency in Microsoft Excel and Word, including basic data management, sorting and filtering, text functions, and document preparation using Mail Merge
8. Comfort working with digital tools and systems, including DocuSign and shared file systems (e.g., SharePoint)
9. Clear and professional written communication skills
10. Ability to read and synthesize grant reports, identifying key information relevant to donors’ decision-making
11. Demonstrated discretion and care when handling confidential information
12. General familiarity with Canadian, faith-based charities and their work is considered an asset

Hours, Location, and Compensation

Hours: An average of 20 hours per week, typically 4 - 5 hours per day; week-to-week flexibility required depending upon seasonal workflow; 44 - 48 weeks per year

Location: Cambridge, ON (occasional remote work may be possible in time)

Compensation: $30 per hour

Application Instructions

Interested candidates should send a cover letter and résumé to Mark McLean, Program Officer, at mark@thefoundationoffice.ca. While we appreciate all applicants, only those who are invited for an interview will be contacted. References and work samples may be requested during the interview process.