Administrative Coordinator

Brock University; St. Catharines; On-site; CAD 52,000 - 84,000; Full time

Benefits offered by this job

Health & Dental Benefits

Pension Plan

Vacation: Up to 3 weeks

Job summary

Brock University in Ontario, Canada, is seeking an Administrative Coordinator to provide comprehensive administrative and coordination support for the Associate Vice-President, Alumni & Development. The role requires managing communications, schedules, records, and meetings with internal and external stakeholders on campus.

The ideal candidate holds a College Diploma in a related discipline with strong office administration and governance knowledge, plus experience with donor databases (Raiser’s

Qualifications

• College Diploma in related discipline or the equivalent combination of education and experience.
• Knowledge of office administration concepts, practices and techniques.
• Knowledge of the administrative functions and governance structures within a university advancement or development environment.
• Knowledge of University processes and policies.
• Familiarity with the fundraising cycle, donor stewardship principles, and advancement services processes.
• Solid understanding of budget development, financial record keeping and reporting.
• Strong computer skills, including advanced knowledge of Microsoft Office, SharePoint, Workday, and donor database/CRM systems (e.g., Raiser's Edge).
• Ability to work effectively with confidential and sensitive donor, alumni and prospect information, exercising tact, diplomacy and discretion.
• Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills, and the ability to professionally interact with all levels of contacts.
• Ability to balance and anticipate the needs of an executive and/or division with the needs of the organization.

Responsibilities

• Serve as the first point of contact for internal and external stakeholders, responding to inquiries, processing requests, and facilitating communication with the AVP.
• Monitor the AVP's email account, distributing messages as needed and coordinating responses on behalf of the Office.
• Review incoming materials and requests, including confidential matters, and note information requiring follow-up.
• Coordinate and process requests requiring the AVP's review, approval, or signature.
• Maintain records, filing systems, tracking tools, and databases in accordance with university policies, privacy requirements, and confidentiality standards.
• Act as a liaison between Alumni & Development, Advancement units, and other University departments to facilitate effective communication and administrative support.
• Maintain positive, collaborative relationships with campus and external partners, including volunteers, alumni and donors, to ensure excellent customer service.
• Liaise with other Alumni and Development leadership offices and University departments as needed regarding Alumni & Development activities to ensure awareness and appropriate coordination.
• Administer and prioritize the AVP's schedule, coordinating meetings and engagement opportunities while balancing competing priorities.
• Schedule and coordinate meetings for the AVP and leadership team, including aligning participant schedules, arranging logistics, and ensuring necessary preparation requirements are addressed.
• Prepare and assemble briefing materials, reports, correspondence, and supporting documentation for meetings and stakeholder engagements.
• Maintain the accuracy and integrity of database records through data entry, updates, tracking, and reporting activities in accordance with privacy requirements.

Skills

Office administration

Governance knowledge

Budget & accounting

Donor stewardship

Communication skills

Discretion

Stakeholder coordination

Education

College Diploma

Undergraduate degree preferred

Tools

Microsoft Office

SharePoint

Workday

Raiser's Edge

CRM systems

Job description

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement. We are one of Canada’s outstanding comprehensive universities, where excellence and innovation thrive!Brock has been proudly recognized as a Hamilton-Niagara Top Employer for eight consecutive years. Brock continues to earn recognition as one of Canada’s Best Employers and one of Canada’s Best Employers for Diversity in 2026. For the second consecutive year, Forbes, in partnership with Statista, also named Brock one of Canada’s Top Employers for Company Culture. At Brock, you will find a welcoming, inclusive community and an exciting range of meaningful career opportunities. Ignite new possibilities for your career. Break through at Brock. Post End Date: October 9, 2026 at 11:59 PM This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

About the Role:

Reporting to the Associate Vice-President, Alumni and Development , the Administrative Coordinator provides comprehensive administrative and coordination support for the Associate Vice-President, Alumni & Development. The Administrative Coordinator ensures smooth delivery of operations, and departmental processes, while maintaining compliance with institutional policies, procedures, processes and timelines. They acts as a key resource for the AVP and leadership team by coordinating administrative activities, managing information and communications, supporting meetings and committees, monitoring follow-up activities, and facilitating effective coordination with internal and external stakeholders.

The Administrative Coordinator will:

• Serve as the first point of contact for internal and external stakeholders, responding to inquiries, processing requests, and facilitating communication with the AVP;
• Monitor the AVP's email account, distributing messages as needed and coordinating responses on behalf of the Office;
• Review incoming materials and requests, including confidential matters, and note information requiring follow-up;
• Coordinate and process requests requiring the AVP's review, approval, or signature;
• Maintain records, filing systems, tracking tools, and databases in accordance with university policies, privacy requirements, and confidentiality standards;
• Act as a liaison between Alumni & Development, Advancement units, and other University departments to facilitate effective communication and administrative support;
• Maintain positive, collaborative relationships with campus and external partners, including volunteers, alumni and donors, to ensure excellent customer service;
• Liaise with other Alumni and Development leadership offices and University departments as needed regarding Alumni & Development activities to ensure awareness and appropriate coordination;
• Administer and prioritize the AVP's schedule, coordinating meetings and engagement opportunities while balancing competing priorities;
• Schedule and coordinate meetings for the AVP and leadership team, including aligning participant schedules, arranging logistics, and ensuring necessary preparation requirements are addressed;
• Prepare and assemble briefing materials, reports, correspondence, and supporting documentation for meetings and stakeholder engagements;
• Maintain the accuracy and integrity of database records through data entry, updates, tracking, and reporting activities in accordance with privacy requirements;

Key Skills and Experience:

• College Diploma in related discipline or the equivalent combination of education and experience.
• Knowledge of office administration concepts, practices and techniques;
• Knowledge of the administrative functions and governance structures within a university advancement or development environment;
• Knowledge of University processes and policies;
• Familiarity with the fundraising cycle, donor stewardship principles, and advancement services processes;
• Solid understanding of budget development, financial record keeping and reporting;
• Strong computer skills, including advanced knowledge of Microsoft Office, SharePoint, Workday, and donor database/CRM systems (e.g., Raiser's Edge);
• Ability to work effectively with confidential and sensitive donor, alumni and prospect information, exercising tact, diplomacy and discretion;
• Excellent communication skills, including concise and accurate writing proficiency, editing and proofreading skills, and the ability to professionally interact with all levels of contacts;
• Ability to balance and anticipate the needs of an executive and/or division with the needs of the organization.

Preferred or Asset Skills:

• Undergraduate degree, Experience working with a donor or alumni database/CRM (such as Raiser's Edge or a similar advancement platform);
• Experience supporting a senior leader in a fundraising, alumni relations, or non-profit development environment.

Salary and Total Rewards:

Job Grade [I], Salary Scale ($52,000 - $84,000); Target Hiring Range: $60,000 – $65,000 This is a fixed Term Contract Position for up to 12 months with;

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.

*The final salary is based on experience, internal equity, and budget considerations within the target hiring range. We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed. Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups. We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code.

Please contact [e-mail] if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process. We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

Brock University is a comprehensive institution with rich academic programs and world-class research activity. Located in Ontario’s scenic Niagara region on the traditional territory of the Haudenosaunee and Anishinaabe peoples, Brock is situated in a UNESCO Biosphere Reserve. With nearly 600 full-time faculty members and researchers, Brock's robust academic scope offers more than 70 undergraduate programs and 50 graduate programs in seven dynamic Faculties. The University’s 19,000 students come from across Canada and around the world. Brock’s renowned student experience is enriched by an emphasis on experiential education, as illustrated by community partnerships, volunteerism and one of Ontario's largest and most successful co-op programs. Learn more at brocku.ca.