Job Posting: Resource Development Coordinator

ABOUT THE JOB

The Resource Development Coordinator plays a key role in advancing MAX’s mission by securing critical funding and partnerships, strengthening the organization’s resource development infrastructure, and strategically leveraging existing resources to support MAX’s social enterprise. In this role, the coordinator will work closely with the Executive Director and the broader MAX team to drive stakeholder engagement and partnership development, oversee donation tracking and grant writing efforts, and implement a Financial Sustainability Roadmap. 

Coordinators at MAX are expected to lead relatively broad portfolios, while working with others—colleagues, contractors, and volunteers—to ensure the work of each portfolio is well executed. Their role is to ensure the work gets done and meets broader organizational priorities through collaboration. 

This position requires leveraging prior experience and an interest in learning and innovating. While some fundraising infrastructure exists already, this role will be responsible for expanding, experimenting, and refining the work. The ultimate goal is to help ensure long-term financial sustainability for MAX’s programs and services. 

ABOUT YOU

The ideal candidate for this role has a solid understanding of not-for-profit finance and resource development, and the connection between financial resilience and impactful community services. You understand the landscape of local, provincial, national, and international not-for-profit funding, along with the unique priorities and potential of the businesses, individual donors, foundations, and volunteers you engage with. With a strong command of both oral and written communication, you can easily connect with diverse audiences—ideally in both French and English. 

You are excited to help build a program that will advance MAX’s work and explore innovative ways of operating in the shifting landscape for charitable finance. You are curious and eager to learn, and confident about seeking new and creative ways to build up MAX resources beyond established funding streams. You bring an eye for process and accountability, ensuring project momentum by managing timelines and deliverables. You’re flexible and able to pivot when priorities shift, while staying grounded in your strong organizational skills and keen attention to detail.

Personable, approachable, and an active listener, you engage effectively with staff, board members, external partners, volunteers, and community members alike.

ABOUT MAX

MAX Ottawa has been working to improve the health and wellbeing of queer and trans people in the National Capital Region for over 20 years. As a community-based organization with a history in the HIV response, MAX is on the ground, meeting community members where they’re at, and offering social and support services, information, and referrals that meet their needs. MAX also works with healthcare and other service providers to improve the quality of care available in the region.

Our work is guided by our mission and values. In practice, that means our work is:

• Community first: We make decisions by asking what will best support the community, not just what’s easiest internally.
• Human-centred: We know staff are real people with full lives, and we aim to offer flexibility, trust, and care wherever we can.
• Purpose-driven: The work you do here connects directly to real, tangible change for people in our communities.
• Impact over ego: We’re here to make a difference, not to centre ourselves. We value collaboration, humility, and getting the work done well, together.
• No busywork: We’re intentional about how we use our time. If we’re doing something, it’s because it matters.
• Resourceful: We’re thoughtful with time, energy, and funding, and we look for creative ways to make the most of what we have.

These principles reflect how our values are lived day to day—by our staff, with our partners, and in community.

CORE RESPONSABILITIES

Duties:

The Resource Development Coordinator is responsible for establishing foundational fundraising systems, processes, and tools. Specifically, that includes:

• (40%)  Developing a Financial Sustainability Roadmap and Implementation Plan, including:
  • Documenting and assessing existing revenue sources and expenses, and identifying existing and potential sustainability risks on an ongoing basis;
  • Creating and maintaining a funding landscape map, including identified funder priorities, covering both public and private sector grants, foundations, and funds;
  • Identifying and pursuing opportunities with foundations, governments, and other institutional funders;
  • Coordinating a committee of volunteers to support research, donor engagement, and other resource development initiatives;
  • Developing and maintaining a robust prospect list; and
  • Organizing relevant training for staff, Board members, and volunteers.

• (30%) Instituting a mission-driven social enterprise to strengthen organizational capacity, including:
  • Conducting a landscape scan of social enterprises at similar organizations;
  • Identifying the legal, financial, and insurance implications of the social enterprise model;
  • Working with the Executive Director to develop a strategy that includes milestones and thresholds, measures of success, and medium- and long-term goals;
  • Working with the Director of People and Culture to recruit and train volunteers to support social enterprise activities; and
  • Working with the communications team to support marketing and engagement.

• (15%)  Maintaining external stakeholder relationships, including:
  • Conducting donor assessments to determine motivations and engagement preferences;
  • Facilitating periodic stakeholder consultations;
  • Developing and implementing a donor recognition and stewardship program; 
  • Creating and maintaining a digital fundraising dashboard; and
  • Supporting the development of organizational documents to distribute to stakeholders, including funders, donors, and sponsors.

• (10%)  Conducting reporting and analysis, including:
  • Maintaining regular reporting on the resource development plan;
  • Conducting an annual review of progress, completed deliverables, and planned activities;
  • Providing analysis and recommendations for improvement on resource development; and
  • Drafting summary and impact reports.

• (5%)  Ensuring consistent program administration, including:
  • Organizing all work within established project management systems (ex. Teamwork);
  • Investigating and supporting the implementation of new tools, as needed;
  • Reviewing and updating Standard Operating Procedures, as needed; and
  • Reviewing and recommending ways to improve fundraising-related administrative processes, practices, and structures to ensure cost-effectiveness and operational efficiency.

The Resource Development Coordinator is also responsible for the following general areas:

• Collaborate with the rest of the MAX team to ensure coordination and integration of resources, programs, and services across the organization; 
• Providing information to clients about programs and services, both internal and external, as required;
• Building and maintaining solid working and supportive relationships with service users, volunteers, external agencies, and other staff;
• Ensuring all data collected is organized and archived appropriately;
• Maintaining privacy standards in accordance with MAX policies.

In addition to compliance with all organizational policies and procedures, the Coordinator is expected to behave ethically, demonstrate competence in effective communication and team building, demonstrate effectiveness in working in a collaborative environment, and demonstrate confidence in decision-making and building relationships.

The Coordinator will also be expected to perform other duties as assigned, provided they are within the Coordinator’s capacity and skill set.

QUALIFICATIONS

Basic Requirements (These requirements must be met before the candidate will be considered for an interview)

• A minimum of three years’ experience with fundraising (ex. grants, corporate partnerships, funder relations), not-for-profit resource development, or social enterprise; 
• Relevant formal education (ex. post-secondary degree, diploma, or certificate in marketing, business administration, philanthropy, or public relations) or an equivalent combination of education, training, and experience.
• Strong understanding of fundraising and resource development strategy;
• Experience working with 2SLGBTQIA+ people; and
• English–French bilingualism (reading, comprehension, and speaking) is a significant asset.

Rated Requirements (These requirements will be rated in an interview) 

• Strong written and oral communication skills, including writing, editing, and formatting;
• Experience in work-planning, project management, and reporting;
• Excellent cultivation and stewardship skills and the ability to drive action and follow through (ie. “closing the deal”);
• Demonstrated ability to maintain and safeguard confidential or sensitive information;
• Ability to proactively identify and solve problems and respond well to changing circumstances;
• Strong interpersonal, collaboration, and organizational skills;
• Proven ability to initiate and foster partnerships;
• Ability to work both independently and as a team member, and outside of regular work hours on occasion;
• Proficiency in using digital communications and work tools, including Google Suite, Microsoft Office, Slack, Zoom, and Teamwork;
• Clear understanding of—and commitment to working through—harm reduction, queer liberation, and sex positive frameworks;
•  Willingness and ability to work within anti-racist, anti-colonial, and anti-oppressive frameworks and actively engage in ongoing learning about these frameworks;
• Prior experience in a community health or social services agency would be an asset;
• Experience managing volunteers is an asset.

ADDITIONAL DETAILS

• Hours: Full-time (37.5 hours per week)
• Term: Indeterminate
• Salary range: $55,000 – $60,000, commensurate with experience
• Start date: Immediately
• Reports to: Executive Director
• Location: National Capital Region
• Comprehensive and competitive benefits package which includes:
  • Group insurance benefits, including prescription drugs, dental care, optical coverage, long-term disability and life-insurance
  • Health Spending Account to support eligible medical, dental, and optical expenses not covered by the group insurance plan (ex. acupuncture, massage, psychotherapy)
  • RRSP matching, available after a 3 month probation period
  • A dedicated learning fund to support professional development and skill-building
  • Substantial paid vacation and wellness leave, supporting rest, recovery, and sustainability
  • Flexible and hybrid work arrangements, where possible

MAX is an equal opportunity employer, and people who have experienced marginalization are highly encouraged to apply. This includes people living with HIV, racialized people, gay, bisexual, or queer people, trans or gender non-conforming people, and people with disabilities.

TO APPLY

Please submit a cover letter and resume to applications@maxottawa.ca. We will begin reviewing applications on April 20, with interviews taking place as early as April 27. This posting will remain open until the position is filled.

We do not use AI in assessing applications or responding to candidates. If you have questions about the position or the application process, please email applications@maxottawa.ca and someone from our team will get back to you.