Coordinator, Programs and Community Impact

Position Overview

Reporting to the VP of Beedie Philanthropies, the Programs and Community Impact Coordinator provides administrative, program, data, event, and community support to Beedie Luminaries and Beedie Philanthropies teams.

Key Responsibilities

Data, Records & Program Administration

Create and maintain all stakeholder records (students, alumni, programs, donors, community partners) to ensure accuracy, confidentiality, and compliance.

Refine CRM workflows, data fields, and templates to improve data quality and reduce manual reporting.

Create and maintain CRM reports, dashboards, and data views that track community and stakeholder engagement, grants, awards, milestones, retention, and outcomes.

• Compile CRM data into summary reports for case management, program evaluation, and funder/board reporting as needed.
• Maintain communication logs and case files in coordination with the Student Success Team to document contact hours, issues raised, and outcomes of advising or support interactions.
• Contribute to the development and upkeep of program guidelines and procedure documentation.

Student Support

• Act as a resource person for student, staff, and stakeholder inquiries related to enrolment status, eligibility, program milestones, deadlines, and documentation requirements.
• Provide front-line, solution-focused support to students, connecting them to the appropriate internal or external resources.
• Support the conditional standing, renewal, and appeal processes by preparing files, tracking timelines, and communicating requirements to students.
• Review and process student forms and documentation (e.g., enrolment confirmations, transcripts, appeals paperwork, renewal documentation), checking for accuracy and correct application of program policy.
• Assist with workshops and events focused on student success, financial literacy, wellbeing, and career readiness.
• Assist with student reports, experience monitoring, and event attendance or engagement tracking as needed.

Community Engagement & Events

• Provide support during the planning and execution of special events, REAL training and student retreats, and other student/community events, including bookings, spaces, logistics, materials, registration, setup, and post-event follow-up.
• Serve as a liaison for community organizations, partner institutions, and stakeholders on student records, eligibility, and program procedures.
• Support outreach and relationship-building with schools, alumni, and community-based partners.
• Contribute content to program communications, digital community channels, and social media, including sharing student success stories as appropriate.
• Represent the program at community events, orientation sessions, and information sessions as needed.
• Provide administrative support to the team, including scheduling, meeting preparation, document coordination, correspondence, expenses/invoices, and action-items follow-up.
• Prepare presentations, grant applications, briefing notes, agendas, minutes, speaking notes, mailings, and materials for meetings, events, partners, donors, and internal stakeholders.
• Support team communication, program updates, and process improvements that advance student success and Beedie Philanthropies priorities.
• Complete other duties as assigned.

Desired Skills and Experience

• Bachelor's degree or equivalent experience in social work, psychology, education, or a related field; an interest in student affairs and student development is an asset.
• Two or more years of experience in fundraising, philanthropy, higher-education and registrar services, student records, or in a non-profit setting, ideally including direct work with students.
• Proficiency with CRM/database systems (preferably Salesforce), including building reports and dashboards; comfort with Microsoft Office, Adobe Suite, Canva and virtual/social media platforms.
• Strong administrative and organizational skills, with meticulous attention to detail and accuracy in maintaining records and documentation.
• Excellent written, verbal, and interpersonal communication skills, with the ability to connect with diverse student populations and external partners.
• Ability to exercise sound judgment and discretion when handling confidential student information.
• A collaborative, flexible approach and the ability to work independently while contributing to a small, close-knit team.
• Experience working with students and clients from racially, ethnically, and socioeconomically diverse backgrounds is preferred.