ICAT Administrative Coordinator

Job Description

The Administrative Coordinator provides comprehensive administrative support for the ICAT leadership team. The position will coordinate and schedule meetings and manage calendars, as well as arrange travel and other logistics required for university business. In addition to leadership calendars, this position will assist with department management of select facility calendars to ensure effective space usage. A successful candidate will be highly organized, have the ability to work independently and as part of a team. The Administrative Coordinator will have event planning responsibilities such as, but not limited to, the weekly ICAT Playdate series and the annual ICAT Day as well as off-campus locations in the region. This position will be the primary support for the institute's advancement/development stewardship initiatives and be a key frontline liaison with external donors and constituents. The Administrative Coordinator is the first point of public contact for ICAT within the administrative offices. This is a full time on-site position and may require occasional evening and weekend hours in support of planned events.

Responsibilities include:

• Supporting a broad variety of administrative tasks that facilitate the Executive Director and ICAT team's ability to effectively lead the organization
• Operational support for Executive Director and facility calendar management
• Meeting and event planning and execution
• Advancement/engagement support

Required Qualifications

1. Demonstrated experience providing high-level administrative support for senior leadership positions
2. Demonstrated proficiency with a variety of computer software applications in word processing, spreadsheets, and calendar management (such as MSWord, Excel, Sharepoint, and MS Outlook).
3. Demonstrated experience coordinating and implementing activities, including meetings, events and workshops
4. Ability to communicate effectively and concisely with internal and external constituent groups
5. Experience working independently within a team environment
6. Ability to maintain effective attention to detail and confidentiality
7. Ability to project a positive and professional image dealing with a variety of stakeholders both internal and external to the team
8. Effective and professional communication skills

Preferred Qualifications

1. Demonstrated administrative support and coordination of activities related to fundraising or donor stewardship
2. Experience with coordinating travel arrangements
3. Experience using enterprise systems assisting with travel, purchasing and other administrative functions.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Restricted

Salary Information

$45,000 - $50,000

Hours per week

40

Review Date

May 29, 2026

Additional Information

We are unable to sponsor work visas for this position.

The successful candidate will be required to have a criminal conviction check.