Administration Coordinator

About Parkland Institute

Qualifications

• 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.
• Application Instructions
• Click "Apply Now" to submit your resume and cover letter
• 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.

Responsibilities

• 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.