Reports To: Executive Director
Employment Status: Full-Time Term Position
Term: Six (6) months, with the possibility of extension based on organizational needs and funding
Hours of Work: 32 hours per week
Salary: $25-$26 per hour
Start Date: July 8, 2026
Position Summary
The Administrative Coordinator provides high-level administrative, operational, and confidential support to the Executive Director and leadership team. This position is responsible for coordinating administrative functions, maintaining organizational records, supporting financial and human resource processes, and assisting with organizational planning and reporting.
Key Responsibilities
Executive and Administrative Support
- Provide direct administrative support to the Executive Director.
- Manage calendars, appointments, and organizational deadlines.
- Prepare correspondence, reports, presentations, meeting agendas, and minutes.
- Coordinate meetings, training sessions, and organizational events.
- Maintain organized and secure filing systems, both electronic and paper.
Human Resources and Confidential Labor Relations Support
- Maintain confidential employee personnel files and records.
- Assist with recruitment activities, including posting positions, scheduling interviews, and preparing onboarding documentation.
- Prepare and maintain confidential documents related to staffing matters, performance management, investigations, grievances, and disciplinary processes.
- Maintain employee records, attendance information, and other human resource documentation.
- Support management with policy development and implementation.
- Handle sensitive information with a high degree of professionalism, discretion, and confidentiality.
Financial and Operational Administration
- Assist with accounts payable and receivable processes.
- Support payroll administration and benefit-related documentation.
- Prepare invoices, purchase orders, and financial reports as assigned.
- Assist with budgeting processes and monitoring expenditures.
- Coordinate office supplies, equipment, and vendor relationships.
Reporting and Compliance
- Assist with grant reporting and organizational reporting requirements.
- Maintain records to ensure compliance with funder, legislative, and organizational requirements.
- Support document preparation for audits, board meetings, and accreditation processes.
- Assist in maintaining organizational policies and procedures.
Qualifications
- Post-secondary education in Business Administration, Office Administration, Human Resources, or a related field, or an equivalent combination of education and experience.
- Experience handling confidential human resources and labour relations information is considered an asset.
- Proficiency with Microsoft Office Suite and office management software.
- Strong organizational, time management, and problem-solving skills.
- Excellent written and verbal communication skills.
- Demonstrated ability to exercise sound judgment, maintain discretion, and handle sensitive information appropriately.
Core Competencies
- Integrity and confidentiality
- Professionalism and discretion
- Organization and attention to detail
- Initiative and adaptability
- Strong interpersonal and communication skills
- Ability to prioritize competing demands and work independently
- Commitment to the mission and values of the organization
Working Conditions
This position primarily works in an office environment and may occasionally be required to attend meetings outside regular working hours. The role requires prolonged periods of sitting, computer work, and managing multiple priorities and deadlines.
Pay: $25.00-$26.00 per hour
Work Location: In person
