Administrative Assistant, Associate Director of Development

Description

The Dean's Office - SAPL within the School of Architecture, Planning, and Landscape is currently seeking a Full-time Limited Term Administrative Assistant for approximately 24 months.

Reporting to the Director of Development, the incumbent will be providing the overall administrative infrastructure for Development and Alumni activities.  An equally important function of this  role will be to provide administrative support for accreditation activity that will be taking place over the next 18-24 month period. Early morning, evening and weekend hours are, on occasion, required. Some work may require travel to and from the CBD Lab, our downtown location.

Summary of Key Responsibilities (job functions include but are not limited to):

• Effectively manage and provide administrative support to the Director, ensuring that the day-to-day activities within the portfolio is completed in a timely, accurate and professional manner.
• Acting as an initial point-of-contact and representative of the School of Architecture, Planning and Landscape.
• Plan and/or coordinate events with team members and faculty/external contacts.
• Document preparation and coordination to prepare the Director for meetings, committees and other commitments.
• Ensure accurate and adequate information is taken from staff and all stakeholders to ensure that information and backup documentation is provided to the Director in proper context and in a timely manner.
• Identify and resolve complex and confidential problems efficiently and independently while interacting professionally and effectively with University Relations, donors, University of Calgary' Central Development Office and other related internal and external stakeholders.
• Assist with correspondence in support of Director's activities. 
• This may include creating briefing notes for meetings, analyzing research, stewardship and recognition plans for donor prospects, drafting terms of reference or gift agreements, and preparing subsequent updates based on outcome of meetings.
• Maintain a systematic and integrated donor relations program. 
• Tracking and reporting the Director's gifts from the agreement stage to fruition; managing, tracking and reporting on bring forward systems required to keep donor relations (including gift deliverables) vital and on track.
• Tracking and reporting donor activity and managing donor files, including management and flow of giving information and documentation through the Raiser's Edge database and SharePoint software programs.
• Managing the calendar and schedule of the Manager and Director, ensuring regular ongoing meetings with team members and external contacts.
• Processing donations and donor designations to support sound financial management of philanthropic gifts.
• Ensuring accurate updating of Prospect Management module in Raisers Edge in a timely manner.
• Assists with preparation and distribution of electronic and printed publications and notices.
• Prepares text files using advanced Microsoft Office software skills and graphic files using basic level Adobe CreativeSuite skills for the production of publications.
• Coordinates the distribution of publications and notices to internal departments and external distributors.
• Prepares mailing lists and statistical reports as required.
• Track and monitor expenses and internal operating budgets of the Development portfolio.

Qualifications / Requirements:

• Post-secondary education, preferably with a business management background.
• Minimum of 2-3 years progressive experience in office at a senior level support for strategic initiatives in a post-secondary education or non-profit environment.
• Team player with a proven leadership background. 
• Well organized and able to multi-task under pressure.
• Strong interpersonal skills and ability to work with multiple stakeholders.
• Self-directed and proficient in managing projects, simultaneous and changing deadlines.
• Well-developed strategy and coordination skills and the ability to be proactive in situations that require quick and efficient response.
• Ability to work independently with little or no supervision.
• Superior written and oral communication skills are required. 
• Ability to prepare reports and summaries, relevant documentation, communications and correspondence with accuracy and thoroughness.
• Knowledge of University reporting and organizational structures, along with the governance and committee structures, including the decision-making process and areas of jurisdiction within the University.
• Proficiency in Microsoft Word and Excel are a must. 
• Working knowledge of Raiser's Edge is highly desirable.
• Experience with Marketo and PeopleSoft is an asset.

Application Deadline:  August 12, 2024

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Admin Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.