Administrative Coordinator, Part Time

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 donor information and process donation receipts in the Chalmers Foundation's database.

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.

Working Environment

Ability to move around freely. Works in a typical office environment and may also attend off-site locations to oversee annual special events, public relations, communication events, and meetings on behalf of the Foundation.

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.

Proficiency in 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:

Demonstrated experience with a CRM database for updating/accessing information.

Initiative, sound judgment, and decision-making skills

Ability to work both as a team and independently.

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.

Successful candidates must be accountable for creating a culture of collaboration, working as a team, communicating effectively, and responding to client needs.

Compliance with the Chalmers Foundation's management philosophy and organizational values

Compliance with Chalmers Foundation's confidentiality policy

Ability to attend work on a regular basis

Ability to perform the duties of the position

Good work record

Detail orientated self-starter and highly self-motivated

Strong organizational and time management skills

Ability to work well under pressure and in a team environment, working collaboratively with and in support of Foundation staff and volunteers

Experience working with nonprofit organizations an asset

Written and spoken competence in English is required

Knowledge of French language is considered an asset