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Advancement Assistant

Date: February, 2015
Reports to (Job Title): Director of Advancement
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk



Office of the Dean, Applied Health Sciences

Primary Purpose

The Advancement Assistant is responsible for providing administrative and executive assistance in support of the Faculty’s Advancement program. The Advancement Assistant provides administrative support for the Director of Advancement and the Advancement Team in several key areas including:  the Faculty of AHS scholarship program; the Dean’s Advisory Council, event planning and logistics and donor relations.   The Advancement Assistant is a member of the Dean’s Office team.

Key Accountabilities:

1.  Scholarship Program, including but not limited to:

2.  Dean’s Advisory Council and other advisory groups, including but not limited to:

3.  Administrative support for Advancement team, including but not limited to:



4.  Donor Relations, including but not limited to:


5.  Event planning and logistics, including but not limited to:

Duties include:

»        Handles logistics, including menu planning, venue liaison, parking requirements, and prepares name tags, etc

»        Assists with the coordination of event communications of events using both print and electronic media: invitations, emails, web and social media content and correspondence with event attendees

»        Coordinates the event registration process: plans and executes the process to set up event registration

»        Provides effective communication within the Faculty to promote events and initiatives

»        Facilitates an event post mortem to evaluate current and new Advancement events

»        Assissts with managing relationships with external vendors to ensure quality, budget and delivery objectives are met

»        Provides superior customer service to internal and external stakeholders

Position Requirements


University degree or equivalent post-secondary education and/or experience required.



Demonstrated experience interacting with senior administration both within the University and external. Thorough knowledge of University policies and procedures as they pertain to Plant Ops (parking, room bookings, catering) OA (SAFA, gift processing, prospect research, stewardship reports) Finance (invoicing, cheque requisitions, travel advances etc.) Co-operative Education (selection and on-boarding procedures for co-op students)



Proficiency with Microsoft Office including Powerpoint, Excel and Word

Advanced proficiency with Raiser’s Edge 7 and Sharepoint



MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Externally, makes contacts with partner or potential partner organizations to obtain, clarify and discuss information


Internal relationships

•                Faculty members, staff, students and alumni

•                Assistants to Senior Administrators

•                Directors of Advancement, Senior Development Officers and Alumni Advancement Officers across campus

•                Plant Operations and Finance

•                Co-operative Education and Career Services

•                Student Awards and Graduate Studies Office

•                Office of Advancement

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment:

Travel:  None

Working Hours:   Regular working hours, some evening/weekend work required

Risks  – physical and psychological :

Physical risks

Psychological risks