Fund Administrator (Subcontractor)
Canadian Rugby Foundation
About the Organization
Founded in 2003, the Canadian Rugby Foundation (CRF) is a public foundation and registered charity that creates and manages endowed and capital project funds to promote and support amateur rugby activities in all parts of Canada.
Position Overview
The Canadian Rugby Foundation is seeking an experienced Fund Administrator (Independent Contractor) to support donation tracking, fund reporting, and disbursement administration. This subcontracted role is responsible for maintaining accurate financial records, preparing recurring reports, and ensuring timely communication with CRF leadership and fund representatives. The position will report directly to the Treasurer, receive direction/tasks from the CEO, and occasional inquiries/tasks from the Chairman. The contractor will work remotely, manage their own schedule, and deliver weekly, monthly, and quarterly reports.
Scope of Work & Responsibilities
1. Donation Tracking
- Upload weekly CanadaHelps donations into the donation spreadsheet.
- Upload received e‑transfer, wire, and EFT donation data into the donation spreadsheet.
- Upload donor information from mailed cheques and other physical donations.
- Email the updated donation spreadsheet at month‑end for reconciliation.
2. Fund Tracking & Reporting
- Export donation data from the donation spreadsheet into individual fund reports.
- Export disbursement data into fund reports.
- Prepare and produce quarterly fund reports for all active funds (~90 funds).
- Distribute fund reports to fund representatives.
- Prepare Annual Fund Report Cards.
- Maintain ongoing email correspondence with fund representatives regarding reporting and fund activity.
3. Donor Contribution Tracking
- Maintain and update the Master Donor List, ensuring accuracy and completeness of donor history.
4. Disbursement Administration
- Track and record grant requests sent to fund representatives or recipients.
- Update the disbursement spreadsheet with all approved disbursements.
- Email the updated disbursement spreadsheet at month‑end for entry and reconciliation.
5. Mail Handling & Deposits
- Collect and sort incoming mail.
- Deposit mailed cheque donations and other physical contributions.
- Enter deposit details into the donation spreadsheet.
Contract Requirements
- Ability to work independently and manage recurring weekly, monthly, and quarterly deadlines.
- Strong attention to detail and accuracy in financial data entry.
- Proficiency with excel spreadsheets.
- Experience in bookkeeping, financial administration, or nonprofit fund management is an asset.
- Reliable access to email and digital storage.
Contract Structure
- Subcontractor role
- 30 hours/week anticipated for the role. May vary depending on seasonality.
- Remote work with occasional in‑person tasks for mail collection and deposits.
- Compensation paid upon receipt and review of monthly invoice.
Pay: From $25.00 per hour
Work Location: Remote
