Planning Assistant

4 weeks ago

Kelowna BC, Canada Okanagan College Full time

OKANAGAN COLLEGE
Okanagan College transforms lives and communities. We are one of Canada's leading colleges. We serve, lead and anticipate the social, economic and environmental needs of communities.
Division Assistant - Advancement and Foundation


Advancement and Foundation


The Advancement department/Okanagan College Foundation is responsible for fundraising at Okanagan College. We support the transformative power of education by engaging donors and communities to raise money for student awards, capital projects and programs. The Division Assistant is a key position for the department, providing a first impression for guests and callers to the Advancement/Okanagan College Foundation office and is an instrumental member of the team.


Under the supervision of the Department Administrator, the Division Assistant provides a wide variety of support including important reception and clerical support to the fast-paced Advancement team. assists with preparing data queries and analyzing data; Completion of Grade 12 or equivalent and graduation from a one-year post-secondary Office Administration program or equivalent is required. Event planning experience is preferred. Experience with Raiser's Edge database is an asset.
Administrative Support
Is the first point of contact for all guests and callers to the Advancement/Okanagan College Foundation office. Provides reception, administrative and clerical support for the Advancement department and the Okanagan College Foundation.


Processes all incoming mail for the Advancement/Okanagan College Foundation office, including electronic mail to the Foundation's email account, distributes or seeks instruction on distribution.


With direction from the Department Administrator coordinates travel arrangements for the Director, the Advancement management team, and for the Okanagan College Foundation Board.


including expense claims and mileage logs, invoices, payment vouchers, web requisitions, reconciles the Director's corporate Visa statements.


Supports the Advancement/Okanagan College Foundation office by ensuring general tidiness of the common spaces, prepares meeting spaces for meetings (including AV), maintains and orders office supplies, maintains and orders event supplies ensures office equipment is maintained and in good working order, submits Facilities and IT work requests as needed.


Financial & Data Support


Is the designated back-up for the Donations & Database Coordinator and as such, assists with preparing Daily Statements of Business, bank deposits, charitable receipts and letters, and applicable data entry into Raiser's Edge for donations and revenues received from donors and special events.


Assists in preparing data queries using Raiser's Edge and merges for mass mailings of reports, solicitations, stewardship, special campaign letters and other correspondence.


Assists in data retrieval using the Raiser's Edge database, data analysis, and creation of spreadsheets or documents.


In collaboration with key stakeholders, assists with coordinating Advancement and Okanagan College Foundation meetings and special events, including but not limited to: annual awards receptions, ad-hoc award presentations, donor events, engagement events, fundraising events (including third-party fundraising events hosted by external stakeholders) and virtual events by creating event websites (using Trellis or similar platforms), booking facilities, preparing data files, preparing and sending invitations, collecting RSVPs, coordinating catering, AV and room set up, coordinating parking, communicating with venues and other logistical planning as needed.


Supports donor relations and stewardship activities (such as OCF calling program and birthday greetings) and by updating Raiser's Edge and related data files. Using a variety of methods, traces and tracks donors of Okanagan College and Okanagan University College in order to update and maintain data records; adheres to privacy legislation policies and practices.


Assists in researching criteria for proposal development and grant applications for corporations, foundations, and government sources.


Assists with communication initiatives and related correspondence including but not limited to social media posts on Okanagan College Foundation social media channels and coordinating mail-outs, funding proposals and donor solicitation packages.


Must be flexible and able to prioritize and manage a high work volume and competing priorities to meet deadlines.
- Able to communicate effectively both verbally and in writing.
- Proficient with Microsoft Word, Excel, Outlook, PowerPoint, and other various computer applications, including experience with databases, social media, and website maintenance.
- Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations/reports.
- Support - Regular Full-time


Monday - Friday, 8:30 am - 4:30 pm. Some evening and/or weekend work may occasionally be required.


Annual Salary/Hourly Rate:
$At Okanagan College, our people are our greatest asset. They are the foundation behind our welcoming, inclusive, and engaging learning and work environment. Our valued employees can expect an attractive compensation package, including a pension, paid vacation, sick leave, health and wellness benefits, funding for professional development, and exclusive merchant discounts.

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