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

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.

• 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…