Administrative Coordinator

1-year contract position with an anticipated start date of July 14, 2025

Location: St.Catharines Big Brothers Big Sisters (BBBS) office, with travel to other BBBS locations within Niagara required

Rate: $20.51 per hour, plus paid vacation time and sick days

Type: Full-time 37.5 hours per week

Typical work week: Monday to Friday with occasional evenings and weekends
- **We are seeking a passionate, committed and talented individual to join our Staff team**_

As the Administrative Coordinator, you will play a key role in ensuring the efficient day-to-day operations of Big Brothers Big Sisters of Niagara (BBBSN). You will be the hub of office coordination, supporting both administrative and donor engagement functions, and contributing to the success of our mentoring programs for youth.

BBBSN is a long-standing charitable organization that has been positively impacting the lives of youth people in Niagara since 1937. Our mission is to empower young people to reach their full potential through life-changing mentoring experiences.

**Key Responsibilities**:
**Administrative Support**
- Coordinate and schedule internal meetings and logistics, ensuring resources and communication are clear and timely.
- Provide administrative support across departments, including organizing materials, updating databases, and supporting internal documentation needs.
- Assist with donor stewardship by preparing acknowledgment letters, maintaining donor records, and issuing tax receipts in line with CRA guidelines.
- Support the development and maintenance of relationships with donors, volunteers, and community members.
- Maintain filing systems and assist with organizing client and administrative records across multiple office locations.

**Office & Facilities Coordination**
- Ensure agency office environments are safe, organized, well-stocked, and functioning efficiently.
- Manage access to office locations, including keys and entry protocols.
- Liaise with vendors and service providers to support facility needs.
- Assist with maintaining digital tools and shared resources to support remote and hybrid work environments.

**Technology Coordination**
- Coordinate IT support, repairs and inventory.
- Effectively communicate and coordinate with third party technical support.
- Assist with the ordering of IT equipment.

**Community-Based Support**
- Represent BBBSN at community engagement opportunities such as special events, Bingos, and fundraisers.
- Provide logístical and administrative support to satellite office operations and off-site programming as needed.
- Be an outgoing, knowledgeable, and professional representative of the BBBSN agency

**What You Bring**

**Qualifications & Skills**
- 2+ years of experience in an administrative or coordination role; nonprofit experience is a strong asset.
- Post-secondary diploma or degree in office administration, nonprofit management, or a related field preferred.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with donor management systems and tax receipting platforms is an asset.
- Excellent communication and interpersonal skills; able to build rapport with diverse stakeholders.
- Proven ability to manage multiple tasks with attention to detail and timelines.
- Resourceful, proactive, and solutions-oriented with strong organizational skills.
- Demonstrated professionalism and confidentiality in a sensitive work environment.
- Understanding of and commitment to equity, diversity, inclusion, and justice principles.

**Requirements**:

- A current and clear Police Vulnerable Sector Check (PVSC), naming Big Brothers Big Sisters.
- Access to a reliable, insured vehicle and valid driver’s license; ability to travel between locations in Niagara.
- Availability to work occasional evenings and weekends as required.

**How to Apply**:
**Application Deadline**: Monday, June 23, 2025, at 12:00pm.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

**Job Type**: Fixed term contract
Contract length: 12 months

Pay: $20.51 per hour

**Benefits**:

- Employee assistance program
- Mileage reimbursement
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Application question(s):

- Will you be able to submit a current and clear Police Vulnerable Sector Check (PVSC), naming Big Brothers Big Sisters of Niagara?

**Experience**:

- Administrative: 2 years (preferred)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

Application deadline: 2025-05-05
Expected start date: 2025-07-14