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Administrative Assistant, Advancement Unit

Date: January, 2013
Reports to (Job Title): Advancement Manager
Jobs Reporting (Job Titles): None
Location: Main Campus


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


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:


3.  Office operations


4.  Other support


Position Requirements


High school diploma


Several years of administrative experience in a complex, dynamic and fast-paced environment. Experience in a University environment an asset.


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:


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:

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: