| Date: |
January, 2013 |
| Reports to (Job Title): |
Advancement Manager |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 6
35 hr/wk
|
Primary Purpose
The Administrative Assistant is one of two positions which provides overall administrative support in carrying out activities for the Advancement Unit within the Dean’s Office in the Faculty of Engineering. It is the responsibility of the Assistant to support the team in handling a wide variety of activities at a high level of performance including supporting the Director of Advancement and the Development and Alumni Affairs team. While the Assistant reports to the Advancement Manager, much direction and feedback on his or her projects will come through consultation or collaboration with a variety of individuals, both within the Advancement Unit and outside of it. Within the Assistant’s portfolio, projects will often overlap, at times from different sources. It will be the responsibility of the Assistant to manage his or her time and priorities to ensure internal and external deadlines are met and that the Advancement Manager is informed of the status of all ongoing projects. H/she will act as a back-up for the other Administrative Assistant during busy times and is required to be knowledgeable in all areas.
Key Accountabilities:
This position operates out of the Dean of Engineering Office and reports to the Advancement Manager, who in turn reports to the Director of Advancement.
The following positions report to the Director of Advancement:
Advancement Manager
Associate Director, Marketing & Communications
Associate Director, Development and Alumni Affairs
Events Manager
1. Administrative support
- Facilitating meetings by booking facilities and refreshments; preparing handouts and reports; assisting with electronic presentation notes; producing meeting notes, handling responses and attending to special requests
- Assisting the Advancement Manager with maintaining the Director’s detailed itinerary
- Assisting the Advancement Manager with researching and preparing reports, producing financial reports, letters, agendas, visit binders, marketing materials, canvasser kits, briefing notes, and a variety of other materials
- Assisting the Advancement Manager with organizing visits by donors and prospects, including individuals and corporations, involving meeting and presentations to faculty, staff and students
- studentsThis role includes coordinating logistics, arranging presentation materials and communication with donor/corporate contacts
- Ensuring accuracy and input of all status/meeting notes to the prospect, alumni and donor database (Raiser’s Edge) to ensure that information is current/relevant
- Interacting frequently with the Office of the President, Provost, Vice-President Advancement and other administrators to relay information, seek advice, engage parties in visits/events/meetings
- Maintaining a variety of Campaign and Volunteer Reports, Project files e.g. Scholarships, Building and Space Naming Opportunities, Stewardship Plans etc.
- Organizing staff meetings including prospect strategy meetings and Advancement team meetings; records, transcribes and distributes meeting minutes
- Managing the coordination and preparation of all appeal letters and any other development-related correspondence
- Sorting and organizing returned mail from various mailings and send to the central Office of Advancement to update records/research as needed
- Assisting the Associate Director, Development and Alumni Affairs, the Development Officers and the Events Manager as needed
2. Events
The Assistant will work closely with, and at the direction of the, Sr. Alumni Officer and Events Manager to ensure the smooth and effective implementation of all alumni/development/faculty events for the Faculty of Engineering. This includes Reunion and alumni events in different cities. Duties will include but are not limited to:
- Assisting with the collection and organization of “Class Notes” for WEAL (the Faculty of Engineering’s alumni newsletter)
- Liaising with the central Office of Advancement, ensuring all pertinent information is shared with the appropriate contacts in a timely fashion
- Assisting the Events Manager with coordinating event registrations by phone, fax, email, web, or post, controlling attendance limits, special needs, etc.
- Coordinates the timely processing of event payments with ODAA;taking registrations to the Central Office of Advancement if credit cards or cheques are received
- Assisting the Events Manager with receiving and responding to event requests and inquiries (eg: parking information, confirmation of time, confirmation of registration, etc.) on the general EAA phone line or email address
- Assisting the Events Manager with printing name tags, registration lists; organizing event supplies and marketing materials, booking banners and ordering/buying and wrapping prizes for each event
3. Office operations
- Tracking vacation/sick days for entire Advancement Unit
- Maintaining an inventory for all alumni/donor gifts and swag items as well as all publications
- Reconciling monthly expenses and prepares travel and expense claims for entire Advancement Unit. Maintaining the petty cash allotment for the Advancement Unit including reconciling expenses
- Maintaining electronic and hard copy filing system
- Ordering and maintaining inventory of advancement materials and supplies for entire team
- Other duties as assigned
4. Other support
- Required to act as a back-up for the other Administrative Assistant during busy times and is required to be knowledgeable in all areas of the Advancement Unit.
Position Requirements
Education:
High school diploma
Experience:
Several years of administrative experience in a complex, dynamic and fast-paced environment. Experience in a University environment an asset.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Proficient |
Proficient |
Proficient |
- Proficient in MS Office programs;
- Knowledge of Raiser’s Edge, Sharepoint, BackOffice and FORE an asset;
Ability to learn new software quickly and to adapt and access software while off-site |
Nature and Scope
Interpersonal Skills:
- Must be a strong communicator (oral and written) with the ability to build relationships with senior administrators, alumni, donors, and students;
- Possess strong planning and organization skills with exceptional attention to detail;
- Must be a problem solver with a friendly, professional, customer service oriented personality;
- Ability to conduct themselves with a high degree of diplomacy and tact
- Possess the ability to adhere to privacy guidelines
Interpersonal Contacts
Interpersonal Contacts
This position requires communication with internal and external contacts to arrange and co-ordinate meetings, obtain, clarify and discuss information, and to assist in event management. Contact groups and individuals include but are not limited to:
Internal: the Engineering Advancement team, members of the Dean’s Office, Department Chairs, Engineering faculty and staff members, Student Awards Office, Graduate Studies Office, Development and Alumni Officers across campus, Office of Development and Alumni Affairs staff, Communications and Public Affairs.
External: prospective donors, donors, alumni, executives in corporations and external suppliers.
Level of Responsibility:
The position has defined specialized and routine tasks. The Assistant receives specific guidance but is expected to perform duties with relative independence thereafter.
Decision-Making Authority:
Some decision-making authority. Examples include:
- Determining task priority in a multitasking, deadline-oriented environment;
- Ensuring that Engineering Advancement materials prepared for use with internal and external constituents are appropriate and accurate;
- Determining the office’s supply requirements.
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment.
Working Environment:
Travel: Occasional travel required
Working Hours: Regular working hours, some evening/weekend work required.
Risks – physical and psychological:
Physical risks
Psychological risks
Working Conditions:
- Involves occasional off-campus travel and work in evenings and weekends
