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Job Posting: Director of Administration & Finance

We are seeking a Director of Administration and Finance



United Way Peterborough & District
  • Accounting / Finance
Full Time
  • Ontario – Peterborough
  • Ontario – Eastern Ontario
Executive (Dept. head, director) $52000 – 55000


The United Way of Peterborough is looking for a champion of excellence to lead the organization’s administrative and financial activities. You think strategically, value team, roll up your sleeves, and have a commitment to improving our community. Aplomb, humour and robustness are abundant in you.

APPLICANTS SHOULD QUOTE: Director of Administration and Finance

Position Summary

The Director, Administration and Finance ensures that the United Way office functions effectively and efficiently through appropriate planning, organization and evaluation of financial operations and office administration within approved policy guidelines. The incumbent actively advances a stakeholder-centric culture and utilizes stakeholder input to drive organizational decisions.


This position is responsible for the creation of timely financial reports for senior management and board; directly supports the finance committee in the development of financial policy and strategic direction; ensures regulatory compliance in all financial matters and resource development activities; coordinates the acquisition of administrative services; and coordinates day to day financial and administrative activities for the organization. Acts as privacy officer on behalf of the organization.

Key Duties & Responsibilities

 Financial Management:

  • Oversight of all accounting functions including cash receipts and bank deposits, accounts payable, cheque disbursements, bank reconciliation, and monthly financial postings.
  • Oversight of all payroll functions including maintenance of payroll records, employee direct deposit, and completion of legally required payroll documents such as record of employment, remittance to Receiver General, and annual preparation of T4’s.
  • Manage employee benefits program according to Human Resource Policies.
  • Prepare monthly financial statements for all departments and review statements with appropriate staff, CEO and treasurer.
  • Prepare annual budget, in co-operation with CEO and Department Directors. Assist with final review of budgets in conjunction with Finance Committee for presentation to the Board of Directors.
  • Administer budgets in consultation with CEO and Directors and ensure appropriate budgetary control.
  • Manage United Way cash to yield maximum return according to investment policies as approved by the Board.
  • Manage the Endowment Fund in consultation with the Investment Manager and the Treasurer/Finance committee, according to the policies as approved by the Board.
  • Prepare all regulatory tax returns including Revenue Canada Charity Report (T3010) and HST returns.
  • Ensures that Nevada and Lottery/Raffle licenses are obtained, guidelines are adhered to, final reports completed.
  • Processes expenses resulting from impact/special projects and provides timely reporting to staff managing impact/special projects to ensure budgetary control and monitoring.
  • Generates specialized reports for completion of grant progress reports.
  • Recommend changes to procedures, operating systems, budgets and other financial control functions to the CEO, Finance Committee and Directors.
  • Develop and implement financial policies, systems and procedures.
  • Notify and report to CEO concerning any financial trends that are critical to the organization’s performance.
  • Act as staff support to the Finance Committee.

Organizational Audit:

  • Ensure accurate schedules of assets, depreciation, and inventory are updated regularly.
  • Oversee the annual audit including the preparation of all necessary documents and posting adjusting and closing entries to the General Ledger.
  • Prepare year end audit statements for review by the Finance Committee and Board approval.

 Donations Management and Donor Data:

  • Ensure accurate donation and designation records are maintained and donor data is provided to Community Engagement staff as requested.
  • Ensures donation and data processing supports customer/stakeholder service objectives.
  • Oversee charitable donation and receipting process ensuring regulatory compliance and timely delivery of receipts.
  • Oversee pledge payment process ensuring pledges are recorded and receipted, as required.
  • Monitor pledge payments quarterly and follow-up with outstanding accounts.
  • Provide appropriate information on outstanding campaigns to Community Engagement Staff for account monitoring, campaign completion, and campaign planning.
  • Prepare and submit pre-authorized payments.
  • Process cash receipts, donations, and contributions from campaign and other United Way Peterborough events and ticket sales.
  • Works with Community Engagement staff in the area of direct mail including securing direct mail providers, creating mailing lists, and the creation of direct mail letters.
  • Works with Community Engagement staff to implement employee campaigns and upon completion of employee campaigns, calculate employee awards for recognition
  • Ensure all agency allocations and designations are accurately recorded, payment issued and administration fee recouped according to policy.
  • Ensure the accuracy of donor data and applicable revenue generation data within shared expectations of both revenue generation and financial accountability
  • Act as a liaison between the organization and its donors responding to any requests regarding donation processing and receipting.
  • Act as a resource to funded agencies with regards to financial issues.

Technology and Property Management:

  • Ensure all systems and equipment are up to date, efficient, and meeting the needs of staff.
  • Develop and manage an equipment maintenance and upgrade plan.
  • Ensure policies in place for security and appropriate use of the network and any other electronic assets.
  • Responsible for property management and oversees the purchase of required services (including janitorial, repair, maintenance) in accordance with organizational policies.
  • Ensure a property maintenance plan is developed and implemented.
  • Review and update insurance policies as required
  • Establishes policies and procedures to ensure security of all property, capital assets and corporate data.

 Human Resources (Departmental):

  • Responsible for the recruitment, ongoing mentorship and performance of department employees, volunteers and placement students.
  • Conduct evaluations and performance appraisals of department staff.
  • Oversee Front Office operations including volunteer management and administrative processes.
  • Delegates related work duties to the appropriate individuals.

Education & Experience Required:

  • A bachelor’s degree in business administration or commerce. An equivalent of job related experience is acceptable.
  • 5 years of proven financial management experience at a senior level. Experience in a non-profit environment is preferred.
  • 5 years of experience managing and directing employees and volunteers.
  • CPA professional accounting designation is considered an asset.

Skills & Knowledge Required:

  • Proven financial management and administration experience in a high energy environment.
  • Demonstrated knowledge of legislation and regulations applicable to CRA, charities, and payroll and benefit administration.
  • Knowledge or experience in financial management and administration related to fundraising.
  • Knowledge of Human Resource and Volunteer Management practices.
  • Knowledge of computer systems, software applications and database administration.
  • Proactive and effective interpersonal communication skills required to build solid stakeholder and inter-office relations.
  • Application of customer-centric relationship and problem solving skills.
  • Ability to show initiative, exercise good judgment, diplomacy, tact and courtesy to determine the appropriate course of action.
  • Ability to be organized and self directed while working cooperatively in a team setting.

Key Working Relationships:


The Director works in collaboration with the CEO on many facets of organizational operations and financial management. The Director provides timely and relevant information regarding programs, staff and volunteers. The Director supports the activities of the CEO and the United Way.

Data Officer

The Director provides supervision and guidance regarding all department initiatives. The Director collaborates with Data Officer and administrative volunteers to ensure integrity and efficiency of these projects.

Other United Way Staff

The Director is to work with all other United Way staff in a respectful and collaborative manner. The Director works in close partnership with other department directors in the development of budgets and budgetary control.

Finance Committee

The Director acts as staff support to the finance committee providing financial reports and information relating to organizational finances.

Scope of Authority

The Director plans, organizes, directs and evaluates matters relating to the financial and administrative oversight of the organization. The incumbent oversees all expenditures, human resources and other department related items.

Supervisory Responsibility

Level of Supervision Received

The Director reports to the CEO and receives general direction on departmental management. However, most of the work of the Director is self directed.

Send resumes by email to CEO Jim Russell C/O jrussell@uwpeterborough.ca





Check your mail for YOUR chance to change a life for the better

Dear Neighbour,

Here in Peterborough, every life matters. The best of communities help and nurture people when they need it and the United Way of Peterborough & District believes that in helping someone we are building a better and healthier community for all.

Now more than ever, we are reaching out during this campaign time to ask you personally to donate, and be a partner in the work of helping someone and building our community of Peterborough.

Click here to read to full letter.

Click here to make a donation right now!

If you would like more information, please contact our office: 705-742-8839.


mailer cover pic


Bid on a #PetesPlaidNight Game Worn Jersey

The Peterborough Petes sported special plaid jerseys Thursday night (November 2nd) for #PetesPlaidNight for the United Way in front of a huge crowd clad in plaid.

Their special plaid game worn jerseys are now up for auction, with the bidding closing November 12th! Proceeds go to the United Way.

Here are some of the sweaters up for auction…

jersey - Korostelev

jersey - Wells

jersey - Ang

jersey - denoble

Bid here on your fave player’s plaid jersey.

Special thanks to Cambium Inc. and Patrick McAuley – Bowes & Cocks for their generous sponsorship of the jerseys!!


Employment Opportunity: Homelessness Enumeration Coordinator

Request for Proposal – Homelessness Enumeration Coordinator


Thanks to 70 years of donor support, United Way Peterborough & District (UWP) has a proud history of working with local human and social service agencies to transform our community. Working with our donors and our community, UWP seeks to change social conditions to create opportunities for a better life for individuals, families, and communities by making our community a better place to live for everyone. In our efforts to support our community to move from poverty to possibility, UWP became the Community Entity for the Homelessness Partnering Strategy (HPS) in 2007.

As Community Entity, UWP has received funding from the Government of Canada’s Homelessness Partnering Strategy (HPS) to coordinate a community homeless count for the Peterborough Area in 2018. The count will provide vital information to participating communities about their homeless population and contribute to the understanding of homelessness in Canada. The count will also include a registry week process that will help support improvements in the local service delivery system to better support those who are homelessness.


We are seeking an independent contractor to work collaboratively with UWP and our Advisory Committee to coordinate the Homelessness Count for the Peterborough Area.  The Coordinator will be responsible for coordinating and executing the Homelessness Count during the week of March 22, 2018 using a standard methodology defined by the Homelessness Partnering Strategy and Homelessness Count Advisory Committee.

The following package of supports will be used:

  • Guide to Point-in-Time Counts in Canada;
  • Canadian Observatory on Homelessness (COH) Point-in-Time Count Toolkit;
  • National Homelessness Enumeration Training Sessions;
  • Canadian Alliance to End Homelessness materials and tools regarding Registry Week Counts; and
  • Online Forum forums related to Registry Week and Point in Time Counts.

Project deliverables include:

  1. Implementing a homeless enumeration in the City and County of Peterborough using the methodology and criteria established by Federal and Provincial government, HPS Secretariat, and the Canadian Alliance to End Homelessness.
  2. Work within the timelines and under the direction of the Community Entity and Enumeration Advisory Committee.
  3. Prepare a weather contingency plan.
  4. Organization and execution of all pre-enumeration activities and events including stakeholder focus groups and community consultation.
  5. Recruitment and training of Enumeration Volunteers.
  6. Managing and executing the homelessness enumeration including any counts taking place in the county.
  7. Planning for and entering data from the Enumeration into the HPS data system and other data collection tools.
  8. Provide any support or data necessary to submit interim and final reports to HPS.
  9. Analysis of Enumeration Data in preparation for HPS and other reporting.
  10. Preparation of data and a final Enumeration report for community distribution.
  11. Meeting regularly on project activities with the Enumeration Advisory Committee.


The successful contractor should possess the following qualifications and experience:

  • Demonstrated experience in project management.
  • Demonstrated experience in effective volunteer management.
  • In-depth knowledge of best practices in volunteer recruitment, retention and succession planning principles.
  • Demonstrated ability to work independently within a framework of clearly defined objectives and timelines.
  • Demonstrated ability to communicate effectively and to develop positive working relationships with community organizations and with people from diverse backgrounds.
  • Post secondary education in social sciences, human resources, community development, or adult education is an asset or an equivalent level of work experience in a social service environment
  • Proficiency in MS Office including Word and Access or Excel
  • Knowledge of Peterborough City and County is preferred

Due to the travel required in the City and County of Peterborough, the contractor should possess a valid driver’s license and access to a reliable vehicle.


The contractor will be allocated $23,000 between Nov 1, 2017 to June 30, 2018 to complete the work contained within this RFP.


The winning bidder will be selected solely at the discretion of the United Way of Peterborough & District. All proposals submitted by the deadline will be reviewed to ensure they meet all the requirements outlined. All responsive bids will be scored and the top three bids will be evaluated by United Way Peterborough & District. Negotiations with the winning bidder are expected to result in a contract award in 2-4 weeks.

Your proposal should address the following:

  1. A detailed background of your experience and expertise that supports your ability to meet the activities described in the RFP.
  2. An outline and description of similar work or projects completed including references from two organizations that have directly benefited from your work.
  3. A detailed summary of your approach to undertaking the work outlined in this RFP which reflects your understanding of its scope. Include outcomes to be achieved and an evaluation plan.
  4. A resume and contact information.

Please submit your application by 5pm on Wednesday November 8, 2017 via email to:

Jim Russell
CEO, United Way of Peterborough & District


Early Campaign Results Announcement: $300,000

Thumbs up

Close to 60 people jammed the lobby of Robinson Place to hear an update of United Way Peterborough and District’s 2017 Campaign. On hand were Campaign Chair Neil Morton of PTBO Canada, United Way CEO Jim Russell, Dwight Couchman, Sponsored Employee from Ontario Public Services, and Michelle Saunders on site Ministry Employee Campaign Coordinator.

Proceedings opened with Russell thanking those gathered for their public service and early energy in their workplace Campaign, “we can’t thank you enough for how hard you work in your day jobs and how much that effort makes for a better community.”

Morton followed, bellowing enthusiastically, “Everyone say Plaidtastic!”, a reference to the plaid theme that is marking this years’s Campaign.  “Plaid is the great equalizer representing hard working, roll up your sleeves people who believe in community.”

Jack-o-lanterns were ablaze flaming 300 K, to represent the results so far in the Campaign. Russell gushed  “there is incredible momentum this year. The community is abuzz with plaid, and we are on pace for success.” A testament to the leadership of Morton and his Cabinet, he affirmed.

Pumpkin Heads

The throng were reminded that November 2 at the Memorial Centre is Plaid Night with the Petes and tickets are still available for $20. Canada 150 Plaid scarves are on sale for $25. Both can be purchased at the United Way office.

The Campaign goal for 2017 is $1.85 million.


Petes Plaid Night

Plaidtastic Puck drop

Today in the Pat Casey Alumni room at the Memorial Centre, Jim Russell CEO of the United Way of Peterborough and District together with the 2017 Campaign Chair Neil Morton announced that Thursday November 2 will be Plaid Night at the Peterborough Petes game against the Sarnia Sting. Coining a neologism, Morton implored everyone to plan to have “plaidtastic night!” Enthusiastically Mr. Morton went on to describe the importance of this year’s campaign theme, “When I think of plaid and its history it represents hard working industrious people and communities, where everyone is included.” Morton was giddy in his delight at the thought of seeing the Memorial Centre sold out with everyone wearing plaid, “it’s a dream come true!”

Petes, Neil, Jim

Matt D’Agostini of the Petes was unabashed in his support of the night and the partnership with the United Way. As a special enticement for the public to come out to the game, he was joined at the podium by three of the Petes players, Cole Fraser, Matthew Timms, and Dylan Wells. They all sported redesigned special edition maroon, black and cream, Plaid, game day sweaters. The jerseys will be worn during the game and be auctioned off with all proceeds going towards the annual campaign.

Patrick McAuley, Bowes & Cocks and Jim Bailey, Camibium Inc.

Patrick McAuley, Bowes & Cocks and Jim Bailey, Cambium Inc.

Co-sponsors of the one of a kind sweaters were Cambium and Patrick McAuley of Bowes and Cocks. Jim Bailey of Cambium Inc. spoke of the culture of his workplace and the importance to give back to the community, “for us it was a perfect fit, with both the United Way and the Petes being important to Peterborough.” In addition Ashburnham Realty is sponsoring the skybox for the evening.


Noah Crowley, of Sun Life Financial, Chair of the silent auction table for the event shared a list of items so far secured including, Gold Leaf Tickets, an Anaheim Ducks game jersey signed by Nick Ritchie, a Fitbit from Best Buy, signed Kurtis Foster hockey stick, and a special “suite Night Out” package which will include a box, tickets for 8, and food for the evening sponsored by Ricky’s.


Jim Russell sporting a day of the dead bow tie in honour of November 2, thanked people for joining and implored the room, “Let’s have a sea of plaid!”


There are $20 tickets still available, $7 of each going directly to the United Way, as well as Plaid scarves for $25. Both are available at United Way office.

Event details

United Way Plaid Night-Flyer

76th United Way Campaign Launches #NowMoreThanEver

2017 Launch place setting

76th United Way Campaign Launches  #NowMoreThanEver

PETERBOROUGH, ON –300 people packed the Evinrude Centre this morning to launch the 76th annual United Way Community fundraising Campaign.  This year’s Campaign Chair, Neil Morton was bagpiped into the centre, along with all the Partner agencies who receive long term funding through the efforts of each annual campaign.

Morton was effusive in his praise for this year’s cabinet and United Way staff, “there is such a strong committed team, and I am confident we will reach goal.”

An overarching theme to this year’s campaign has been the introduction of plaid. “Plaid is the great equalizer, a reminder that we are all part of the same family” says Morton. In fact it was announced that on November 2 the Peterborough Pete’s will be holding a Pete’s Plaid Night, showcasing plaid redesigned jerseys. Fans will be encouraged to wear plaid in support of the United Way.

Morton, the co-founder of PTBO Canada, the premiere social medial agency in the city has been instrumental in raising the Social Media presence of the United Way. Jim Russell CEO stated, “There has been more early momentum in this year’s campaign than ever before” attributing it directly to Morton’s counsel.

Board Chair Karen Wilson outlined the role United Way plays in building community through ensuring basic needs are met, supporting healthy aging, supporting programs dealing with mental health, to name a few.

Wilson and Morton were joined by all Partner agencies for the reveal of this year’s goal, which is set at $1,850,000.00.

Click here to view our photo gallery!


For information about United Way, please contact:   

Jim Russell
United Way Peterborough & District
T: 705-742-8839
E: jrussell@uwpeterborough.ca