Administrative & Programs Coordinator

The Administrative & Programs Coordinator is a key member of the ICSN team, responsible for coordinating the organization’s administrative operations and supporting the planning, implementation, evaluation, and growth of its programs and initiatives.

Reporting to the Program & Operations Manager, the Coordinator will help ensure that ICSN’s internal systems, databases, documents, communications, and program activities are organized, accurate, and delivered effectively.

The role combines day-to-day administrative coordination with hands-on program support, including participant engagement, mentorship initiatives, webinars, workshops, networking events, leadership development activities, research, reporting, and organizational projects.

The successful candidate will be highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a collaborative, fast-paced nonprofit environment. They will demonstrate strong communication and problem-solving skills and a genuine interest in advancing equity, diversity, and inclusion in Canadian amateur sport.

Key Responsibilities

• Administrative and Operational Coordination
• Maintain and organize ICSN’s Google Drive, ensuring files, folders, and shared resources are accurately labelled, appropriately stored, and regularly updated.
• Maintain internal databases, spreadsheets, contact lists, and administrative tracking systems, ensuring information is accurate, consistent, and up to date.
• Prepare, format, and maintain administrative documents, reports, presentations, spreadsheets, and organizational resources.
• Coordinate staff meetings, schedules, agendas, meeting notes, and follow-up action items as required.
• Provide day-to-day administrative support to the President, Program Management, Operations, and other team members.
• Assist with project coordination, internal communications, scheduling, and the completion of organizational priorities.
• Identify opportunities to improve administrative processes, document management, information tracking, and operational efficiency.
• Support special projects and undertake additional responsibilities as assigned by leadership.

• Program Coordination, Research, Data Management & Evaluation
• Support the planning, coordination, implementation, and ongoing development of ICSN programs and initiatives, including the Emerging BIPOC Leaders (EBL) Program, BIPOC
• Mentorship Program, Building Bridges and Breaking Barriers, and other organizational projects.
• Coordinate program timelines, schedules, deliverables, participant communications, and supporting resources.
• Maintain program databases, participant records, registration information, attendance lists, engagement trackers, and other program documentation.
• Support participant onboarding, mentorship connections, program activities, professional development opportunities, and ongoing engagement.
• Conduct detailed research to support ICSN’s programs, strategic priorities, events, organizational development, and special initiatives.
• Gather, organize, analyze, and summarize information from credible sources to support program planning and decision-making.
• Prepare program reports, briefing documents, presentations, spreadsheets, and research resources for internal use and external stakeholders, including government reporting requirements as assigned.
• Assist with program evaluation, impact measurement, outcome tracking, and the collection of feedback from participants, mentors, facilitators, and other stakeholders.
• Monitor program progress and deadlines, maintain accurate supporting documentation, and communicate updates or emerging issues to leadership.
• Identify opportunities to strengthen program delivery, improve participant experiences, and enhance organizational effectiveness.
• Handle confidential participant and organizational information responsibly and in accordance with applicable privacy requirements.

• Event Coordination, Communications & Resource Development
• Assist with the planning, coordination, and delivery of ICSN webinars, workshops, networking events, mentorship activities, and leadership development sessions.
• Coordinate event logistics, including registrations, invitations, schedules, speaker and facilitator communications, and supporting materials.
• Set up and test virtual meeting platforms, including Zoom, and provide technical and administrative support during virtual and in-person events.
• Assist with event setup, coordination, and teardown, including occasional evening and weekend commitments.
• Support the development and distribution of program materials, presentations, promotional graphics, participant resources, and internal documents.
• Draft and edit emails, program announcements, event invitations, participant communications, and follow-up messages.
• Ensure organizational communications and resources are timely, accurate, accessible, professional, and aligned with ICSN’s mission.
• Support post-event follow-ups, feedback collection, attendance tracking, and the organization of event materials.

• Other Duties:
• Other duties as required by ICSN

Qualifications and Experience

Required Qualifications

• A diploma, degree, or equivalent relevant experience in Sport Management, Business Administration, Nonprofit Management, Program Coordination, Office Administration, or a related field.
• Demonstrated administrative, organizational, project coordination, or program support experience.
• Strong proficiency with Google Workspace, including Google Drive, Docs, Sheets, Slides, Calendar, and related collaboration tools.
• Working proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Exceptional attention to detail and the ability to maintain accurate records and organized information systems.
• Ability to manage multiple assignments, prioritize competing deadlines, and follow tasks through to completion.
• Strong research, information management, and document preparation skills.
• Ability to work independently while collaborating effectively with a team.
• A proactive, solutions-oriented approach to problem-solving and continuous improvement.
• Professionalism, discretion, and sound judgment when handling confidential information.
• Willingness to work occasional evenings and weekends and support virtual and in-person events.

Preferred Qualifications and Assets

• 2-3 years experience in sport management, amateur sport, nonprofit organizations, community development, or equity, diversity, and inclusion initiatives.
• Experience coordinating mentorship programs, leadership development initiatives, workshops, webinars, or community events.
• Experience with Zoom or other virtual meeting and webinar platforms.
• Experience with database management, participant tracking, program evaluation, or impact reporting.
• Familiarity with survey tools, project management platforms, graphic design tools, or communications software.
• Knowledge of Canada’s amateur sport system and the barriers experienced by underrepresented communities.
• A demonstrated commitment to racial equity, inclusion, accessibility, and the advancement of BIPOC leadership in sport.

Working Arrangement

• Full-time position with a typical work week of approximately 35–40 hours.
• Flexible scheduling may be required to accommodate program delivery, webinars, and events.
• Occasional evening and weekend work is expected.
• Work may involve a combination of independent administrative tasks, virtual collaboration, and in-person event support.
• Some travel will be required if applicable to the organization’s programming and events.

Submission of Applications:

The deadline for applications is Monday, November 22th, 2026. Interested candidates are asked to forward a resume and cover letter detailing their suitability for the position by email to [[email protected]](mailto:[email protected]). Please include Administration & Program Coordinator in the subject line.

References: Please include 2-3 references

We thank all applicants for their interest and will contact only those candidates whose skills and experience best match the requirements of the position. All applications will be treated in strict confidence. ICSN is an equal opportunity employer.

A diploma, degree, or equivalent relevant experience in Sport Management, Business Administration, Nonprofit Management, Program Coordination, Office Administration, or a related field.