Reporting to the Executive Director, the Office Coordinator is a part-time contract position responsible for the organization and coordination of office operations and facilitating organizational effectiveness and efficiency to support the mission and vision of the Foundation.

 

The Office Coordinator’s primary role is to provide administrative support to The New Brunswick Medical Education Foundation and its Board of Directors. This includes ownership of day-to-day office administration, financial reporting, maintaining donor files and records, and supporting the Foundation’s leadership team.

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Duties and responsibilities include but are not limited to:

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Financial Support and Reporting

• Coordinate the Foundation’s annual financial calendar, ensuring statements and reports are provided to the Treasurer, Executive Director and Finance Committee as needed; bills are paid, invoices are provided, and financial obligations are met.

• Liaise with the Foundation accountant(s) to ensure the organization is compliant with all applicable CRA payments and requirements, inclusive of T4A preparation and completing CRA remittances.

• Carry out Foundation banking duties, including processing bank deposits, paying source deductions, etc.

• Administer pay to Foundation staff on a bi-weekly basis, including payment of RRSP staff and company contributions.

• Maintain revenue, receipts, and disbursements leger on a weekly basis.

• Issue charitable tax receipts for incoming donations.

• Update the fiscal year budget with actual spend on a quarterly basis.

• Coordinate the development and receipt of audited financial statements for the Foundation on an annual basis.

• Provide financial reports to the Executive Director, Treasurer, Finance Committee or Board of Directors on request.

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Administrative Support

• Field inquiries and escalate to the Fundraising Manager, Student and Alumni Relations Manager, or Executive Director as needed.

• Solicit and schedule meetings, events, venue rentals, catering, or other vendor-provided services as needed to support Foundation activities.

• Maintain an inventory of office equipment and replenish as needed, including coffee/tea service available to Foundation donors and guests. Delivery is encouraged where possible.

• Complete regular and ad-hoc errands to support Foundation operations (e.g. banking, post office/courier, etc.). Delivery is encouraged where possible.

• Ensure both digital and physical records are maintained and filed appropriately.

• Maintain list of log-in credentials for all Foundation accounts, including social media platforms, software subscriptions, news media accounts, associations, etc.

• Coordinate the production of internal and external-facing communication and marketing materials as required.

• Assist in planning and executing Foundation events, including the Annual Scholarship Celebration.

• As the opportunity arises, provide instruction and mentoring to Foundation volunteers or summer students.

• Ensure all donors receive a timely, hand-written thank you note by mail if a physical address is provided, or by email if a mailing address is unavailable.

 

Board & Committee Support

• Schedule all Board of Directors and Committee meetings, maintain an annual meeting calendar and reschedule meetings as/if conflicts arise.

• Prepare documents for meetings and trainings, including the meeting agenda and any required reading(s)/reports.

• Prepare and distribute minutes for all Board of Directors and Committee meetings within 2 weeks of each meeting taking place.

• Liaise with members of the Board of Directors and Committees to ensure they can access virtual and in-person meetings, providing technical assistance when appropriate.

• On request, provide members of the Board of Directors and Committees with information and resources to support donation solicitation or similar activities to advance the Foundation’s mission and vision.

 

Other duties as assigned.

 

Qualifications and skills include:

• 2-5 years of administrative or office experience.

• Experience managing scheduling, meetings and calendars, including use of virtual platforms including Zoom and Teams.

• Ability to maintain digital and physical records, particularly using Microsoft Excel. 

• Familiarity with tracking revenues, expenses, and maintaining ledgers.

• Experience preparing financial reports or working with accountants.

• Knowledge of CRA remittances, payroll administration, or charitable receipting would be a strong asset.

• Experience working with senior stakeholders or boards.

• Strong organizational, planning and execution skills, and attention to detail.

• Ability to work independently and collaboratively in a team environment.

• Experience in the healthcare sector an asset.

• Bilingualism (French and English) an asset. 

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Compensation:

This is a 6-month contract position compensated at $20/hour (approximately $20,800 annualized equivalent) for 20 hours per week. Mileage reimbursement is provided for work-related travel and errands. The role offers a flexible, mission-driven work environment supporting medical education in New Brunswick.​​

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