Administrative Coordinator, Part Time

Job title

Administrative Coordinator, Part Time

Reports to

Director of Philanthropy

Pay Band

$19 - $21 / Hour

Hours: 20 hours per week (primarily mornings, Monday – Friday). Occasional evening

Job Description

The Administrative Coordinator is responsible for providing dedicated administrative support to the Chalmers Foundation’s Office Team, ensuring smooth daily operations, accurate input and management of donor and volunteer data, and professional engagement with donors and volunteers.

Duties and responsibilities

Data Entry and Data Maintenance Support

• Enter and reconcile daily donation transactions in Keela, maintain accurate donor information, and process donation receipts in a timely manner.
• Prepare and submit weekly donation reports to the Manager of Manager.
•  Ensure data accuracy and confidentiality for all donor and financial records.
• Collaborate with the Manager of Annual Giving to review donor data via CRM audits.
• Ensure timely donor acknowledgment.

Administrative Support

• Answer phones, greet visitors, and respond to general inquiries in a professional and welcoming manner.
• Conduct bank runs.
• Manage office supplies, coordinate repairs and maintenance requisitions, and assist with vendor relationships.
• Support Foundation staff with scheduling and meeting preparation (e.g., catering, materials, room setup).

Volunteer Support

• Identify and develop meaningful activities and projects to keep Hospital Volunteer Desk volunteers engaged and contributing effectively during their shifts.
• Develop and implement strategies to recruit, train, and retain volunteers for the Hospital Volunteer Desk. For example, representing the Foundation at community volunteer fairs and serving as the contact person for Connect Fredericton, a volunteer recruitment tool with the City of Fredericton.

Event Coordination Support

• Assist the Manager of Community and Corporate Engagement with event logistics, volunteer coordination, and vendor management, including invitations, registrations, setup, and onsite support.

Other Duties as Assigned

· Actively participate in team projects and serve on internal working committees.

· Represent the foundation at community events, as requested, and at internal events as needed.

· Perform all other duties as assigned.

· Other duties as may be assigned from time to time

Working Environment

• Ability to move around. Typical office environment, as well as attendance at off-site locations to oversee annual special events, public relations and communication events, and attend meetings on behalf of the Foundation
• Foundation Meetings, annual campaigns, and special events will require time outside of regular workweek, which can be adjusted to accommodate the additional hours

· Ability and willingness to travel periodically

Qualifications

Education:

• Post-secondary training in Office Administration or equivalent experience.

Experience:

• 3-5 years of experience in an office setting.
• Experience using a CRM software such as Raisers Edge, Keela.
• Ability to use sound judgment and always maintain discretion and confidentiality.
• Strong interpersonal, organizational, and analytical skills.
• Excellent administrative skills including solid working experience using relevant technology.
• Ability to manage multiple priorities from different sources enhanced by problem solving capabilities.
• A valid driver’s license and access to a vehicle is required.

Knowledge, skills and abilities:

• Initiative, sound judgment, and decision-making skills
• Detail orientated self-starter and highly self-motivated
• Ability to work both as a team and independently.
• Ability to attend work on a regular basis
• Strong organizational and time management skills
• Experience working with nonprofit organizations an asset
• Written and spoken competence in English is required; French language is considered an asset
• Demonstrated adherence to relevant legislation including the Personal Health Information Privacy and Access Act to ensure all patient, business, financial, and employee information is accessed on a need-to-know basis.
• Compliance with Chalmers Foundation’s confidentiality policy