Coordinator, Programs and Community Impact

Job summary

Maintain stakeholder and student records, CRM workflows, reports, and case documentation, while supporting student inquiries, eligibility and renewal processes, and program administration. Coordinate events and community engagement, prepare communications and meeting materials, and provide general administrative support to advance student success and organizational priorities.

Job details

Beedie Luminaries is a social-profit enterprise designed to help remove barriers to education and provide wrap-around support for promising students who are facing financial adversity. Students who are smart, but constrained by circumstance. Students who are ready to rise above their circumstances and achieve their dreams. 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. We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. The annual base pay range for this position will be based on the desired experience level for this role. Additionally, Beedie recognizes exceptional individual and team performance through our pay-for-performance bonus program. Factors that contribute to pay decisions include: relevant business and candidate factors such as market location, education, job-related knowledge, skills, experience, and organizational needs. The base salary and bonus are just a few key components of the overall compensation at Beedie. We also provide generous learning and development support, comprehensive group health benefits, vacation, maternity leave top-up, RRSP matching, paid time for volunteering, and more...

What you’ll do

Maintain stakeholder and student records, CRM workflows, reports, and case documentation, while supporting student inquiries, eligibility and renewal processes, and program administration. Coordinate events and community engagement, prepare communications and meeting materials, and provide general administrative support to advance student success and organizational priorities.

Requirements

A bachelor's degree or equivalent experience in social work, psychology, education, or a related field is desired, along with at least two years of relevant experience in philanthropy, higher education, student records, or nonprofit work. Candidates should have CRM/database proficiency, strong administrative and communication skills, sound judgment with confidential information, and the ability to work collaboratively with diverse students and partners.

Benefits

• Performance Bonus • Learning And Development Support • Group Health Benefits • Vacation • Maternity Leave Top-Up • RRSP Matching • Paid Volunteer Time

Listed skills

• Canva · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• CRM And Database Administration
• Salesforce Reporting And Dashboards
• Student Records Management
• Program Administration
• Data Analysis And Reporting
• Student Support
• Event Planning And Coordination
• Community Engagement
• Stakeholder Relationship Management
• Written And Verbal Communication
• Organization And Attention To Detail
• Confidential Information Handling
• Microsoft Office
• Adobe Suite
• Canva
• Social Media

Job areas

• Education
• Social Services
• Administrative
• Customer Service & Support
• Data & Analytics