Administrative Coordinator

Job description

The Position: Redeemer University is seeking a detailed-oriented and proactive Administrative Coordinator, to provide high-level administrative, operational, and project support to the Office of the President and the AVP, External Relations. This role serves as a key liaison across departments, playing a central role in executive calendar management, donor data tracking, event planning, and external stakeholder communications. Permanent Position, up to 100% FTE (this position may be scheduled 3 - 5 days/week, depending on the incumbent’s availability) Position Type: New Position Responsibilities : Calendar & Meeting Coordination (20%) Executive Scheduling: Coordinate complex meeting schedules for the President, President’s Office Manager, and AVP, External Relations to keep organizational priorities aligned. Meeting Preparation & Documentation: Prepare agendas, logistics, and pre-read materials for key meetings; serve as recording secretary to document decisions and action items. Institutional Calendar Management: Coordinate cross-functional data collection among the Registrar, President, and Academic offices to maintain and communicate institutional dates across the university. Donor Caseload & Membership Coordination (15%) Database Management: Maintain up-to-date donor profiles in Blackbaud Raiser’s Edge, logging action items, updating contact info, and uploading essential records (proposals, gift agreements, impact reports). Stewardship & Fundraising Support: Draft, review, and deliver donor proposals, impact reports, and correspondence to support fundraising lifecycles and donor retention. Schedule & Goal Tracking: Maintain annual meeting schedules for donors and external consultants to monitor progress toward annual strategic targets. General Membership Renewal: Oversee the annual general membership renewal process, including reminder communications, website updates, payment tracking with Finance, and compliance with university bylaws. Event Coordination (10%) Event Planning & Logistics: Support planning and execution for recurring and special external events (e.g., Annual General Membership Meeting, guest lectures, donor engagement events). On-Site Execution & Stakeholder Coordination: Facilitate cross-functional project meetings prior to events and deliver hands-on, on-site execution (requires occasional evening/weekend availability and access to a vehicle). Hospitality & Catering: Coordinate catering and hospitality with Campus Services; review post-event vendor invoices for processing. External Communications & Marketing Coordination (10%) Communications Logistics: Manage the review process for external communications originating from executive offices, collaborating closely with Marketing, Donor Relations, and Strategic Relations teams. Scriptwriting & Script Library: Draft scripts for internal/external speaking engagements for the President and maintain the central President's Office script library. Stakeholder Engagement: Facilitate daily stakeholder interactions via phone, email, mail, and in-person; coordinate preparation of thank-you calls and impact materials. Administrative & Financial Support (5%) Expense Management: Prepare, log, and submit monthly and annual expense reports and receipts on behalf of the President and AVP, External Relations. Accounts Payable & Budget Support: Assist with invoice processing for institutional memberships and external partners; collaborate with leadership to monitor annual departmental budgets. Preferred Skills and Attributes : Technical Skills: Proficiency with CRM systems (experience with Blackbaud Raiser’s Edge strongly preferred) and standard office productivity suites (Microsoft 365, Google Workspace). Communication Skills: Excellent written and verbal communication skills, with a track record of drafting executive-level correspondence and meeting minutes. Organizational Skills: Exceptional attention to detail, strong time-management ability, and proven success managing multiple competing deadlines. Travel & Schedule Flexibility: Ability to work occasional evenings and weekends for key events; access to a reliable personal vehicle is required. Mission Alignment: Commitment to the mission, values, and vision of Redeemer University. Other Requirements: Understanding of Redeemer University (Mission, Values, and Reformed Christian identity) Education/Training : Education: A Bachelor’s Degree or a Diploma in Office Administration, plus additional certifications, such as CAP, CEAP, MOS, or CAPM. Experience: 3+ years of administrative support experience, preferably supporting executive roles or working within high-volume advancement/external relations environments. Position Reports to : Manager, President’s Office Salary Range: $49,264 -$67,244 Expiry Date : Applications will be reviewed upon submission in an effort to expedite the hiring process. Candidates are encouraged to submit applications as soon as possible .