Administrative Assistant

3 weeks ago

Canada Conestoga College Full time
  • Job Title: Administrative Assistant – Donor Relations & Stewardship
  • Requisition #: 24-0342
  • Location: 3065 King
  • Department: Donor Relations & Stewardship
  • Payband: E
  • Starting Rate: $27.81
  • Payband Range: $27.81 - $32.24
  • Hours/Week: 35
  • Posting Date: Monday, April 15, 2024
  • Closing Date: Sunday, April 21, 2024 at 11:59 PM EST
  • Vacancy Type: Support Staff - Full-time

Support Staff Full-time Replacement Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

Reporting to the Assistant Manager, Donor Relations & Stewardship, the Administrative Assistant will play a pivotal role in maintaining and enhancing relationships with donors and partners. The position is responsible for the handling of donations, preparing deposits, receipts, and acknowledgements, establishing campaigns, funds and appeals on the database and reconciling database financial records. The position supports the student awards fundraising and donor stewardship process. The incumbent is a key member of the Donor Recognition and Stewardship program and supports communications and marketing efforts that ensure donors feel appreciated and recognized including special event operations and donor recognition events.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 1 day on-site, and 4 days remote. This position may be required to work occasional evenings at special events.

Responsibilities:
  • Provide administrative, financial, and logistical support with the tasks of individual giving, major gifts and student awards, donor relations and others including gift agreements
  • Arrange facilities and refreshments for meetings; preparing meeting notes; preparing materials for meetings, presentations, visits etc.
  • Organize and maintain electronic filing systems, ensuring records are easily accessible and kept confidential
  • Provide logistical support to the Donor Relations & Stewardship Office related to logistics for event planning, meetings, arranging facilities & catering, etc.
  • Perform general office duties related to handling mail, ordering supplies, etc.
  • Support the Director and Assistant Manager of Donor Relations & Stewardship in implementing and maintaining communication strategies to engage with donors, sponsors and partners, including social media channels and print/online publications
  • Support the production of the annual donor impact report to donors, promotional materials, stewardship reports, pledge materials and letters used in direct solicitation to individuals/organizations
  • Prepare personalized communication materials for donors, including thank-you letters, updates and event invitations
  • Develop effective relationships with Development colleagues, faculty, the President’s Office, the Dean’s offices, Finance Office, Students Awards Offices in order to plan appropriate events and accomplish program goals
  • Draft correspondence to donors regarding our stewardship of their gifts, the impact of their investment and to encourage continued support
  • Support the development of fundraising materials, including donor offers and proposals, marketing materials, stewardship reports and presentations
  • Coordinate the administrative functions of the Raiser’s Edge database system including: Improving and maintaining database integrity, updating prospect information in the database, processing donations/generating receipts, Liasing with Assistant Manager, Donor Relations & Stewardship for database troubleshooting
Qualifications:
  • 2-year diploma in Office Administration, Communications, Marketing, Public Relations or related field of study is required
  • Minimum of two years practical experience in a fast-paced office environment
  • Demonstrated proficiency in the use of Raiser’s Edge, specifically related to gift processing and preparation of deposits
  • High level of customer service
  • Excellent written and verbal communication skills, with attention to detail
  • Excellent organizational, time-management and interpersonal skills
  • Proficiency in Microsoft Office Suite, social media, etc.
  • Able to manage competing priorities within determined timelines
  • Familiarity with Client Relationship Management (CRM) systems

Conestoga College is a leader in polytechnic education. Our career-focused education, training, and applied research programs prepare students for success, support industry, and workforce needs and promote economic prosperity throughout our region and across Ontario.

We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources via the Contact page.

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