Estates Program Administrator
About the role
What we do
At BC Children’s Hospital Foundation, we’re on a quest to ensure every kid in the province receives the best health care imaginable. As a fundraising organization, we inspire communities and people to support BC Children’s Hospital, along with its world-class research institute, mental health facility and rehabilitation center.
Our work makes a profound difference. From helping get the boldest research ideas off the ground to supporting the most advanced equipment, together we are pushing the boundaries of what’s possible in children’s health care. This is no small task—which is why we’re looking for passionate people to join our team and help propel our work forward to power the possible .
What you’ll do
Reporting to the Associate Director, Estates, and with operational guidance and training from the Estates & Bequest Stewardship Specialist, you will support the estates team in managing a robust and dynamic portfolio. This role is crucial in ensuring timely follow-ups and maintaining comprehensive documentation to sustain a vital revenue stream for the Foundation and the hospital.
In this role, you will handle a variety of tasks, including drafting correspondence at various stages of estate administration, managing internal documents, maintaining accurate digital files and physical records, and assisting with database entries and reports to ensure accuracy. Additionally, you will oversee a high volume of estate-related mail, ensure fast and accurate creation of new estate files, and collaborate with other teams to provide timely materials for external stakeholders. You may also support archival processes when needed.
More specifically, this role:
- Proactively initiate a smooth flow of inbound estate mail, ensuring it is recorded and processed in a timely manner, and flagged for responses by the AD and Specialist.
- Provide the Director and Associate Director with day-of alerts on notices when served, and ensure paperwork delivered physically is secured, recorded, and disseminated for immediate review.
- Create and manage new estate files, maintaining an organized physical and digital filing system. Monitor notifications and facilitate initial response steps. Handle incoming calls and record detailed information for follow-up by the estates team.
- Draft preliminary responses for new estate files, reflecting specific factors unique to each file. Draft forms with standard basic information for third parties.
- Ensure clear and prompt communications to the estates team for revenue received and held with Donor Services. Provide support to the Specialist in processing distributions and liaise with gift processing team as directed. Assist in the process for determining specific Fund codes as needed.
- Draft and edit correspondence for on-going files as guided by the Associate Director, ensuring letters reflect the unique circumstances of each estate and administration stage and are checked for accuracy of facts. Ensure timely mailing and accurate digital updates.
- Assist in follow up steps as directed by the Associate Director or the Specialist, including phone and email, and proactively schedule additional follow up steps as required. This includes contact with a variety of external parties, such as insurance companies, law firms and government agencies, as appropriate.
- Manage the flow of internal paperwork for signatures and ensure all materials are scanned, digitally stored, and reflected in the database. Facilitate internal meetings for file management.
- Ensure consistency between digital and paper records, proactively addressing discrepancies with the team. Conduct regular audits to maintain meticulous record-keeping and coordinate archiving for closed files in collaboration with Donor Services.
What you bring
We understand that no single candidate will perfectly meet all the qualifications outlined for this job posting. The following highlights the qualifications we consider important:
- Certificate, Diploma or post-secondary education in a relevant field (e.g. estate office assistant program, business, marketing, fundraising, administration, legal education).
- Minimum of two years’ experience in a similar role within detailed administrative environments (ex. legal, notarial, accounting, or banking).
- Proven ability to be organized, efficient, proactive, and a team player.
- Demonstrated capacity to quickly learn new processes and procedures within complex database systems, with the ability to follow instructions and anticipate next steps.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Strong data entry skills with the ability to understand relational coding and work within complex database systems. Familiarity with Raiser’s Edge NXT is an asset.
- Excellent business-level verbal and written communication, with strong grammar, punctuation, and editing skills.
- Detail-oriented with a proven ability to self-check, proofread, and ensure accuracy in all tasks.
- Strong interpersonal skills, with a collaborative work style and ability to build positive relationships with colleagues and external contacts.
- Exceptional organizational and prioritization abilities, with sound judgment in identifying urgent matters and handling follow-ups.
- Ability to handle sensitive, confidential information with the highest level of discretion and professionalism.
- Embody our values – Think Big, Step Up, and Lead with Heart.
What you can expect
This is a full-time temporary opportunity for 18 months. This role follows a hybrid work model and requires a minimum of three days per week onsite, due to the nature of the work demands.
Ensuring that kids receive the best health care imaginable is no small task, therefore taking care of our team is a top priority. To help you power the possible and to support you in your health, well-being, and career growth, in additional to competitive compensation, we offer perks like a hybrid work environment (minimum of three days onsite per week) and nine-day fortnight schedule, generous vacation, topnotch health and dental benefits, a defined benefit pension plan, and a commitment to professional development.
The hiring range for this position is between $51,070 and $57,000. At BCCHF, we are committed to ensuring that compensation is fair and equitable. Your placement in the salary range will be determined by your experience, relevant skills, and qualifications as they relate to this role.
Please note that all employees of BCCHF are required to complete vulnerable sector criminal record check as a condition of employment.
Join Us
We exist to power the possible . And that permeates every action we take. As a team, we push ourselves to: think big in how we boldly envisioning the future; step up in how we are accountable to ourselves, each other and our shared cause; and lead with heart in how we listen and engage with others.
BCCHF invites and encourages all qualified individuals to apply. As an organization committed to fostering an inclusive workplace that reflects the diversity of the communities we serve and support. We welcome individuals whose lived experiences may further contribute to the rich diversification of skills, knowledge, and backgrounds at the Foundation.
Seem like the right place for you? Join us and help make kids mighty. Apply online by September 7, 2025 at https://www.bcchf.ca/join-team
About BC Children's Hospital Foundation
BC Children’s Hospital is the only hospital in the province devoted exclusively to the care of children. As one of the few pediatric medical centres in North America with a world-class acute care centre, research institute, mental health facility and soon, rehabilitation centre, all on a single campus, BC Children’s provides specialized care, innovative therapies and expertise for BC’s kids, including the sickest and most seriously injured.
At BC Children’s Hospital Foundation, we have a vision that every child is healthy and able to fulfill their hopes and dreams. The generosity of donors fuels our ability to help conquer childhood diseases, prevent illness and injury, and prioritize the unique needs of kids in every aspect of their care.
Estates Program Administrator
About the role
What we do
At BC Children’s Hospital Foundation, we’re on a quest to ensure every kid in the province receives the best health care imaginable. As a fundraising organization, we inspire communities and people to support BC Children’s Hospital, along with its world-class research institute, mental health facility and rehabilitation center.
Our work makes a profound difference. From helping get the boldest research ideas off the ground to supporting the most advanced equipment, together we are pushing the boundaries of what’s possible in children’s health care. This is no small task—which is why we’re looking for passionate people to join our team and help propel our work forward to power the possible .
What you’ll do
Reporting to the Associate Director, Estates, and with operational guidance and training from the Estates & Bequest Stewardship Specialist, you will support the estates team in managing a robust and dynamic portfolio. This role is crucial in ensuring timely follow-ups and maintaining comprehensive documentation to sustain a vital revenue stream for the Foundation and the hospital.
In this role, you will handle a variety of tasks, including drafting correspondence at various stages of estate administration, managing internal documents, maintaining accurate digital files and physical records, and assisting with database entries and reports to ensure accuracy. Additionally, you will oversee a high volume of estate-related mail, ensure fast and accurate creation of new estate files, and collaborate with other teams to provide timely materials for external stakeholders. You may also support archival processes when needed.
More specifically, this role:
- Proactively initiate a smooth flow of inbound estate mail, ensuring it is recorded and processed in a timely manner, and flagged for responses by the AD and Specialist.
- Provide the Director and Associate Director with day-of alerts on notices when served, and ensure paperwork delivered physically is secured, recorded, and disseminated for immediate review.
- Create and manage new estate files, maintaining an organized physical and digital filing system. Monitor notifications and facilitate initial response steps. Handle incoming calls and record detailed information for follow-up by the estates team.
- Draft preliminary responses for new estate files, reflecting specific factors unique to each file. Draft forms with standard basic information for third parties.
- Ensure clear and prompt communications to the estates team for revenue received and held with Donor Services. Provide support to the Specialist in processing distributions and liaise with gift processing team as directed. Assist in the process for determining specific Fund codes as needed.
- Draft and edit correspondence for on-going files as guided by the Associate Director, ensuring letters reflect the unique circumstances of each estate and administration stage and are checked for accuracy of facts. Ensure timely mailing and accurate digital updates.
- Assist in follow up steps as directed by the Associate Director or the Specialist, including phone and email, and proactively schedule additional follow up steps as required. This includes contact with a variety of external parties, such as insurance companies, law firms and government agencies, as appropriate.
- Manage the flow of internal paperwork for signatures and ensure all materials are scanned, digitally stored, and reflected in the database. Facilitate internal meetings for file management.
- Ensure consistency between digital and paper records, proactively addressing discrepancies with the team. Conduct regular audits to maintain meticulous record-keeping and coordinate archiving for closed files in collaboration with Donor Services.
What you bring
We understand that no single candidate will perfectly meet all the qualifications outlined for this job posting. The following highlights the qualifications we consider important:
- Certificate, Diploma or post-secondary education in a relevant field (e.g. estate office assistant program, business, marketing, fundraising, administration, legal education).
- Minimum of two years’ experience in a similar role within detailed administrative environments (ex. legal, notarial, accounting, or banking).
- Proven ability to be organized, efficient, proactive, and a team player.
- Demonstrated capacity to quickly learn new processes and procedures within complex database systems, with the ability to follow instructions and anticipate next steps.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Strong data entry skills with the ability to understand relational coding and work within complex database systems. Familiarity with Raiser’s Edge NXT is an asset.
- Excellent business-level verbal and written communication, with strong grammar, punctuation, and editing skills.
- Detail-oriented with a proven ability to self-check, proofread, and ensure accuracy in all tasks.
- Strong interpersonal skills, with a collaborative work style and ability to build positive relationships with colleagues and external contacts.
- Exceptional organizational and prioritization abilities, with sound judgment in identifying urgent matters and handling follow-ups.
- Ability to handle sensitive, confidential information with the highest level of discretion and professionalism.
- Embody our values – Think Big, Step Up, and Lead with Heart.
What you can expect
This is a full-time temporary opportunity for 18 months. This role follows a hybrid work model and requires a minimum of three days per week onsite, due to the nature of the work demands.
Ensuring that kids receive the best health care imaginable is no small task, therefore taking care of our team is a top priority. To help you power the possible and to support you in your health, well-being, and career growth, in additional to competitive compensation, we offer perks like a hybrid work environment (minimum of three days onsite per week) and nine-day fortnight schedule, generous vacation, topnotch health and dental benefits, a defined benefit pension plan, and a commitment to professional development.
The hiring range for this position is between $51,070 and $57,000. At BCCHF, we are committed to ensuring that compensation is fair and equitable. Your placement in the salary range will be determined by your experience, relevant skills, and qualifications as they relate to this role.
Please note that all employees of BCCHF are required to complete vulnerable sector criminal record check as a condition of employment.
Join Us
We exist to power the possible . And that permeates every action we take. As a team, we push ourselves to: think big in how we boldly envisioning the future; step up in how we are accountable to ourselves, each other and our shared cause; and lead with heart in how we listen and engage with others.
BCCHF invites and encourages all qualified individuals to apply. As an organization committed to fostering an inclusive workplace that reflects the diversity of the communities we serve and support. We welcome individuals whose lived experiences may further contribute to the rich diversification of skills, knowledge, and backgrounds at the Foundation.
Seem like the right place for you? Join us and help make kids mighty. Apply online by September 7, 2025 at https://www.bcchf.ca/join-team
About BC Children's Hospital Foundation
BC Children’s Hospital is the only hospital in the province devoted exclusively to the care of children. As one of the few pediatric medical centres in North America with a world-class acute care centre, research institute, mental health facility and soon, rehabilitation centre, all on a single campus, BC Children’s provides specialized care, innovative therapies and expertise for BC’s kids, including the sickest and most seriously injured.
At BC Children’s Hospital Foundation, we have a vision that every child is healthy and able to fulfill their hopes and dreams. The generosity of donors fuels our ability to help conquer childhood diseases, prevent illness and injury, and prioritize the unique needs of kids in every aspect of their care.