Job Title
Program Administrative Specialist (Marketing & Communications) - Term, Full-Time
Immediate Supervisors
Manager, Fund Development and Communications
Wage
Starting at 25.26/hour
Closing Date: June 26, 2026
Start Date: ASAP until March 31, 2027. May be extended, may become permanent.
Job Purpose
Under the direction of the Fund Development and Communications Manager, the Communications and Engagement Administrator provides administrative, communications, fundraising, and engagement support to the Saskatoon Open Door Society’s Fund Development and Communications portfolio.
This position supports the day-to-day coordination of communications, marketing materials, donor engagement activities, event logistics, database updates, and administrative tasks that help promote the organization’s programs, services, fundraising initiatives, and public engagement efforts. The role is primarily administrative and support-focused, with responsibilities carried out under the guidance and approval of the Manager, Fund Development and Communications.
Duties and Responsibilities
1. Communications and Administrative Support
- Plan Implementation: Supports the implementation of strategic communication plans, marketing campaigns, and public engagement activities as directed by the Manager.
- Material Preparation: Assists with preparing, organizing, proofreading, and formatting communication materials for internal and external audiences.
- Brand Integrity: Helps maintain consistent branding, messaging, and visual presentation across all organization communication channels.
- Information Gathering: Supports the collection of information from internal teams to promote Saskatoon Open Door Society’s programs, services, events, and initiatives.
- Reporting: Assists with compiling basic communications updates, media coverage, and campaign results to evaluate the effectiveness of communication plans.
- General Administration: Supports general administrative tasks related to the portfolio, including scheduling, file organization, correspondence, data entry, and record keeping.
- Digital Monitoring: Assists with monitoring social media, online comments, public reviews, and relevant community updates, and reports items of concern to the Manager.
2. Fund Development, Partnerships, and Engagement
- Campaign Support: Provides administrative support for fundraising campaigns, donor stewardship activities, appeals, sponsorships, and special events.
- Donor & Partner Relations: Assists with partner and donor communication, recognition, thank-you letters, mail-outs, invitations, and follow-up correspondence to nurture community engagement.
- Database Management: Maintains and updates donor, partner, and stakeholder databases, ensuring information is entered accurately and handled confidentially.
- Asset Preparation: Supports the preparation of donor lists, mailing lists, sponsorship outreach materials, campaign tracking documents, and basic fundraising updates.
- Recognition Logistics: Supports the organization of donor and sponsor recognition materials, including logos, acknowledgements, signage, and social media recognition, as directed.
- Compliance Tracking: Helps track deadlines, documents, and administrative requirements related to grants, corporate partnerships, and donor engagement activities.
3. Event Planning and Coordination
- Logistics Management: Assists with end-to-end event logistics for fundraising, stakeholder engagement, and community initiatives.
- Attendee Tracking: Coordinates registration lists, digital invitations, attendee tracking, name tags, and materials preparation.
- On-Site Support: Provides administrative and operational support during events to ensure smooth execution.
- Post-Event Follow-Up: Manages post-event follow-up activities, including sending thank-you communications, feedback surveys, and updating contact databases.
4. Marketing and Digital Communications Support
- Content Creation: Assists with the development and posting of basic marketing and communications content for social media, newsletters, website updates, posters, and other digital platforms in alignment with established communication plans.
- Asset Management: Supports copywriting, image collection, editing, proofreading, and formatting for print and online materials.
- Storytelling: Assists with gathering impact stories, photos, event highlights, and program updates from newcomers and staff for marketing purposes.
- Digital Accuracy: Helps maintain communication databases, mailing lists, and digital files in an organized and accurate manner.
- Platform Updates: Supports website and social media updates under the guidance of the Manager.
5. Print and Promotional Material Support
- Collateral Distribution: Assists with preparing, proofreading, organizing, and distributing printed materials such as posters, brochures, invitations, programs, signs, and promotional items.
- Production Coordination: Coordinates basic print production tasks, including collecting content, checking proofs, and ensuring materials are ready on time.
- Supplier Liaison: Supports communication with external print and promotional suppliers as directed by the Manager.
- Archive Maintenance: Maintains organized records of communication materials, templates, logos, photos, and print files.
Other duties as assigned.
Education and Experience
Required Education
- Diploma in Communications, Marketing, Public Relations, Administration, Non-Profit Management, or a related field (or an equivalent combination of education and experience). Degree in the same field would be an asset.
- Foundational knowledge of how to develop, align, and execute comprehensive marketing and communication plans is required.
Required Experience
- 1–3 years of experience in communications, administration, marketing, fundraising support, community engagement, or a related role.
- Demonstrated professional experience in Event Planning, including managing event logistics, registrations, and execution.
- Proven experience supporting community engagement and partnership activities with donors, corporate sponsors, or community stakeholders.
Knowledge, Skills, and Abilities
- Strong administrative, organizational, and time-management skills.
- Strong written communication, proofreading, and exceptional attention to detail.
- Experience with social media platforms, email newsletters (e.g., Mailchimp), websites, databases, and basic graphic design tools (e.g., Canva) is a strong asset.
- Proficiency with Microsoft Office, Google Workspace, database systems, and digital communication tools.
- Ability to manage multiple tasks while being efficient, meet deadlines, and work effectively under direction.
- Ability to handle confidential information with professionalism and discretion.
- Experience working in a non-profit, settlement, community, or multicultural environment is a strong asset.
Required Licenses and/or Certifications
- Criminal Record Check: Must complete a Criminal Record and Vulnerable Sector Check in good standing and within three months prior to the first day of employment.
- Language Proficiency: Proof of English proficiency by obtaining a completed Canadian education, minimum CLB level 8, or IELTS 6.5.
- A valid Canadian driver license and access to a car is a required.
