Administrative Coordinator

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 life cycles 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.

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