Research and Program Coordinator – Flourishing Congregations Institute

Overview

The position provides administrative support to the Flourishing Congregations Institute (www.flourishingcongregations.org), currently housed at Ambrose University (www.ambrose.edu). The incumbent reports to the Director of the Flourishing Congregations Institute and works closely with the Director and Associate Directors of the Institute.

This support staff member must have strong organizational skills, be attentive to detail, and demonstrate excellent communication skills, as they will provide a variety of administrative support services for the Flourishing Congregations Institute. Primary responsibilities include administrative and logistical support to the Institute Director and Associate Directors (e.g., emails, budgeting, scheduling meetings and events); managing external facing communications (e.g., social media, website, event promotion); coordinating research-related activities with participants and team members, including possible involvement in some data design, collection, and dissemination activities; directing logistics for Institute events (e.g., Partnership Council meetings, webinars, conferences); and other duties as assigned.

This position entails maximum payment for 16 hours a week or 800 hours a year. The adjustment of scheduled hours is negotiated with the Director, so that the balance equals 800 hours a year. There will not be overtime. Typically, this will include three days per week, working approximately 3-5 hours per day. Minimum one-day per week on site, with work-from-home flexibility.

Position Load
40% of a full-time position.

Supervisor
Director of the Flourishing Congregations Institute

Duties and Responsibilities

A. Assist Director and Associate Directors with day-to-day tasks

• Meet monthly with Director.
• Manage incoming and outgoing inquiries (email, telephone, mail) to determine urgency, replying and forwarding communications to the appropriate areas
• Coordinate with the Finance Office to keep track of the organization’s finances by documenting expenses and revenue sources, and submitting/processing expense claims.
• Assist with social media updates (e.g., website, LinkedIn, Bluesky, YouTube, Facebook).
• Liaise with newsletter contributors, Associate Director, and Communications Assistant to publish bi-weekly Institute newsletter on the Flourishing Congregations Institute website and YouTube channel and distribute the newsletter via email.
• Develop thumbnails (in Canva) for video newsletters.
• Develop data-analytics documents (bi-annually) to track engagement with the Flourishing Congregations Institute’s social media accounts, website, email newsletter, and attendance at digital webinar events.

B. Direct Partnership Council communications and logistics

• Manage logistics for Council meetings (schedule and host online meetings on Microsoft Teams, ensure schedules align for all Council members, circulate supporting documents, etc.).
• Take minutes at Council meetings.
• Communicate on behalf of research team as necessary.

C. Coordinate and participate in research-related activities, where trained to do so

• Organize logistics involved for data collection activities (e.g., scheduling, communications, document preparation, data tracking and storage, etc.).
• Communicate with prospective, current, and past research participants.
• Use Word to develop reports containing survey data for congregations that pay for the Flourishing Congregations Institute’s survey services.
• Prepare research assistant contracts and provide supporting information and processes necessary for research assistants to carry out their tasks (e.g., approve time sheets).
• Participate in literature reviews and data design, collection, and dissemination activities as trained to do so.

D. Manage Logistics for Institute Events and Digital Webinars

• Design and facilitate registration communication strategies and registration process for in-person events and digital (Microsoft Teams) webinars.
• Design promotional materials (using Canva) for digital webinar events.
• Communicate with guest speakers for in-person events or digital webinars, including any logistics involved (e.g., speaking invitation, contract, travel arrangements, expense reimbursements, obtaining presentation materials, honorarium, etc.).
• Liaise with other departments to coordinate logistics for high-quality in-person events (e.g., conferences and catering, communications and marketing, enrolment, bookstore).
• Prepare print materials needed for in-person event participants.

How the Work is Done

• Work with the Director and Associate Directors, demonstrating strong team skills to share the workload associated with the work of the Institute.
• Exercise discernment to know when to respectfully direct people with inquiries to the appropriate person who has responsibility and authority over the matter at hand and when to take the initiative to research and provide response on behalf of the Director or Associate Directors.
• Maintain an open professional, respectful communication style with shifting priorities, work interruptions and demanding deadlines.
• Cope with a breadth of tasks, using effective work prioritization strategies and demonstrative self-discipline to stay on task and meet deadlines.
• Prepare minutes that accurately reflect the discussion and decisions; this requires an understanding of the context of the discussion, interpretation of discussions and strong business writing skills to capture key points and decisions accurately.
• Proactive follow up on action items.
• Bring forward challenges and suggestions so the Director and Associate Directors can develop strategies for improvement.

Complexity and Curiosity
The position requires an awareness and understanding of the breadth and complexity of the priorities and issues affecting the Flourishing Congregations Institute.

The Research and Program Coordinator is required to work both independently and as part of a team which requires judgment, flexibility, and strong communication skills.

The Research and Program Coordinator can make a significant contribution towards the Flourishing Congregations Institute achieving its goals and aspirations.

Required Education and Training

• At least 2 years’ administrative assistant experience with increasing responsibility related to a breadth of functions.
• Experience in a post-secondary institution is preferred.
• Efficiency in Microsoft Office Suite of programs.
• Familiarity with Dropbox, OneDrive, Canva, and Microsoft Teams are an asset.
• Demonstrated ability to learn and be flexible.
• Strong communication (listening, speaking, and writing), interpersonal and team skills.
• Ability to make decisions and problem-solve.
• Ability to prioritize work, re-evaluate, and adjust priorities and meet deadlines.
• Ability to handle challenging and sensitive situations with tact and diplomacy.

Employee Information

• Employment is contingent upon satisfactory background criminal check.
• Compensation will be commensurate with education, experience, and qualifications.
• In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents of Canada.

How to Apply
To apply, please submit the following:

• A current curriculum vitae (CV)
• A cover letter outlining your interest in the role and relevant qualifications
• The names and contact information of two professional references

Please email your application to careers@ambrose.edu with “Research and Program Coordinator” in the subject line. Applications will be reviewed as they are received. While we appreciate the interest of all applicants, only those selected for an interview will be contacted. Applications may be retained for future employment opportunities at Ambrose University.