Administrative Coordinator, Campus Life & Clubs (Contract)

NAIT Students' Association•Edmonton, AB

4d•CA$23 - CA$25•Onsite

About The Position

The NAIT Students' Association (NAITSA) is a non-profit organization dedicated to enhancing the student experience through advocacy, services, programs, and events. Their Campus Life and Campus Clubs teams foster student engagement by creating opportunities for students to connect and get involved outside of the classroom. NAITSA is seeking an organized, proactive, and collaborative Administrative Coordinator to support the day-to-day operations of both departments. This role is ideal for someone who enjoys creating efficient systems, keeping projects organized, and providing exceptional administrative and front-line support in a fast-paced, student-focused environment. The Administrative Coordinator provides administrative and operational support across the Campus Life portfolio, with dedicated responsibilities supporting both the Campus Life and Campus Clubs teams. This position plays an important role in keeping projects, meetings, records, communications, and departmental systems organized while also providing occasional front-line support to students and club members. No two days are exactly alike. One day you may be coordinating meetings, preparing reports, organizing documentation, and updating project trackers. The next, you could be assisting with student club inquiries, supporting an event, preparing presentations, or improving an internal process that helps the team work more efficiently. NAITSA is looking for someone who is naturally organized, enjoys improving systems, and takes pride in helping others succeed behind the scenes.

Requirements

Post-secondary certificate, diploma, or degree, preferably in a related field. Equivalent work experience will be taken into consideration, but experience participating in a post-secondary environment is a definite asset to working within it.
A minimum of two (2) years of progressively responsible administrative, operations/office coordination, or executive support experience.
Exceptional organizational and time management skills with strong attention to detail.
Experience coordinating calendars, meetings, documentation, and administrative workflows.
Excellent written and verbal communication skills.
Strong customer service skills with a friendly and professional approach.
Demonstrated ability to prioritize multiple tasks and adapt in a dynamic environment.
Proficiency with Google Workspace and/or Microsoft Office applications.

Nice To Haves

Experience with Canva or similar design software.
Experience using project management or collaboration platforms such as Trello, Asana, or similar tools.
Experience learning and maintaining multiple digital systems and databases.
Experience supporting events, volunteers, student organizations, or community programs.

Responsibilities

Coordinate calendars, meetings, and schedules for departmental staff.
Prepare meeting agendas, record minutes, and distribute meeting summaries and action items.
Monitor and manage shared inboxes, responding to inquiries or directing requests to the appropriate team members.
Organize departmental records, templates, shared drives, and digital documentation.
Maintain project trackers, recurring tasks, and administrative workflows.
Assist with preparing correspondence, reports, presentations, and other departmental materials.
Coordinate logistics for meetings, training sessions, and/or departmental initiatives.
Respond to general inquiries regarding student clubs, programs, services, and departmental processes.
Support club administration, which may include event submissions, equipment bookings, inventory records, and routine documentation.
Process routine administrative transactions and maintain accurate departmental records.
Assist with front desk coverage as operational needs require.
Maintain digital collaboration tools, project management platforms, shared resources, and departmental systems.
Support document management, file organization, records retention, and administrative best practices.
Compile recurring reports, metrics, and departmental data to support planning and decision-making.
Assist with maintaining inventory, equipment, and administrative resources as needed.
Create and update presentations, reports, guides, and communication materials using Canva, Google Workspace, and other digital tools or approved templates.
Provide administrative and logistical support for departmental events, appreciation initiatives, and student engagement activities.
Assist with annual planning activities, documentation updates, and project coordination.
Support special projects and departmental initiatives as assigned.