Administration Coordinator Office, admin and business : University of Alberta · Edmonton (hybrid) · Closes Thu, Nov 12

Avenue.io Inc.; Edmonton; Hybrid; CAD 42.000 - 66.000; Vollzeit

Benefits dieser Stelle

Comprehensive benefits package

Zusammenfassung

Parkland Institute in Edmonton is hiring an Administrative Coordinator to provide day-to-day administrative support to the Institute and assist the Director and Associate Director across programs, research, and fund development. The role combines office operations, financial processing, data management, and event planning, with a hybrid work model mixing remote and in-person duties at North Campus.

Candidates should hold a diploma in business/administration, be proficient in Microsoft Office,

Qualifikationen

• Diploma in business/administration; 2+ years of admin support in a fast-paced environment.
• Proficient with Microsoft Office (Excel, Access, PowerPoint, Word).
• Experience with NationBuilder CMS/CRM is an asset.
• Able to adapt to changing university policies with minimal guidance.
• Strong organizational and communication skills.
• Ability to manage administrative projects and coordinate committees.

Aufgaben

• Manages daily office operations and acts as the primary contact for the Institute.
• Liaises with HR, Finance, IST, and Advancement; orders and tracks supplies.
• Coordinates Board and committee meetings (including minute-taking).
• Processes organizational expenses, vendor contracts, and staff expense claims.
• Maintains databases and supports event planning and fundraising.

Kenntnisse

Administrative support

Microsoft Office

Data entry

Communication skills

Organizational skills

Independent work

Ausbildung

Diploma in business/administration

Tools

NationBuilder CMS/CRM

Jobbeschreibung

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

The Parkland Institute is hiring for an Administrative Coordinator. Reporting to the Executive Director of Parkland Institute, the Administrative Coordinator provides all day-to-day administrative support to Parkland Institute. Duties include general deposits, payables, receivables, data entry, office administration, and Parkland Institute’s primary point of contact. The position provides direct support to the Director of Parkland Institute and Associate Director for all programs, research and fund development.

Administration

• Manages daily office operations and the point of contact for the Institute in a high-demand environment, establishing and maintaining administrative processes and managing the Institute’s records in alignment with university policies.


• Liaises with several areas such as HR, Finance, IST, and Advancement, and orders and tracks office supply and equipment, including supplies for large events and mail-outs.


• Enables drop-in hours for faculty and staff.


• Coordinates Board and committee meetings (including minute-taking) and manage primary email channels to respond to or triage enquiries from the public, media, and key supporters.
  

Financial Management

• Coordinates the end-to-end processing and payment of organizational expenses, vendor contracts, and staff expense claims using university administrative systems.


• Prepares donation and research fund deposits while reconciling accounts and corporate credit cards.


• Imports, cross-references, and integrates financial data from PeopleSoft, ETRAC, and Advancement systems into Parkland’s central tracking databases.


• Maintains financial reports to provide timely budget, expenditure, and donation insights to the Director.
  

Database Management

• Manages and maintains Parkland’s MS Access and NationBuilder databases and ensures seamless communication between those databases and the U of A’s administrative software.


• Supports the database and information needs of other Parkland staff members.
  

Event Planning

• Provides administrative and financial process support to annual conferences, other events and fundraising efforts, which includes managing all event planning and preparation that leads up to the event, such as registration lists, cash management, and coordinating staff and volunteers.


• Maintains and updates Parkland Institute’s display material and coordinates and staffs the display tables at events, conventions, and conferences around the province.


• Administers documentation related to volunteer recruitment, appointments, training, and orientation.


• Negotiates and authorizes contracts with vendors to meet the needs of each event, adhering to University policies while staying within the identified budget.
  

• Completed diploma in business/administration, with 2+ years of administrative support experience in a fast-paced environment (or similar combination of education and experience).


• Proficiency with Microsoft Office (i.e. Excel, Access, PowerPoint, and Word).


• Experience with an integrated CMS/CRM such as NationBuilder is a definite asset.


• Strong research abilities and ability to adapt to changing university policies in daily operations with minimal guidance.


• Ability to manage administrative projects, coordinate committees, and work independently under tight deadlines and high-stress conditions.


• Excellent organizational and communication skills.


• A clear understanding of Parkland Institute’s mandate and current public policy issues is an asset.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.