Administrative Assistant to the Director of Faculty Development
1 month ago
University of Victoria -> VP External Relations -> Development
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Exempt Support Staff - Continuing
Administrative and Support Services
Reporting to the Director of Faculty Development and the Alumni & Development Administration Manager, the Administrative Assistant to the Director of Faculty Development (DOFD) is an essential member of the Development team, providing administrative support to the Director of Faculty Development and other Faculty Development staff and ensuring the efficient operation and cohesiveness of the major gifts fundraising team.The Administrative Assistant ensures the flow of information within Alumni and Development, liaising with Development Officers, Deans, Directors, alumni, major donors, volunteers and senior UVic executives, office administrators and students on matters relating to development and working with the Advancement Operations team on Raiser’s Edge reports.The position deals with sensitive and confidential information and the incumbent must demonstrate discretion, independent judgment and high professional standards, operating under strict timelines requiring constant adjustment of priorities and balancing of workload. Due to A&D’s large scope and portfolio, the incumbent must have effective communications practices, as well as a knowledge of UVic’s policies and procedures.The Administrative Assistant will have responsibility for tasks including:Provides advanced organizational and administrative support to the DOFD Creates reports, lists, charts, graphs (using Microsoft Suite) and advanced Excel spreadsheets involving pivot tables & formulas Coordinates Work Plans for 10+ faculties and units Coordinates and manages additional special projects as required by the DOFD and AVPAD Provides initial (and ongoing) orientation and training to new development officers, managers and occasionally directors, including high-level database and email set up, policies and procedures Provides ongoing follow-up with Faculty Development staff in ensuring confidential and sensitive information is secure and following retention rules, adherence to the Freedom of Information and Protection of Privacy Act (FOIPPA) Gains database management knowledge (including Raisers Edge system) for relationship tracking, project management, and updates to donor profiles Organizes position searches for the DOFD (creating and managing postings, corresponding with candidates, organizing hiring committees/search processes and schedules interviews)The Assistant provides primary advanced organizational and administrative support to the Director of Faculty Development and other faculty development staff ensuring the efficient operation and cohesiveness of the major gifts fundraising program. interacting with development officers, deans, directors, alumni, major donors, volunteers, senior UVic executives, office administrators and students on matters relating to development; p>This position works collaboratively with other A&D staff to ensure absence coverage for Exempt Support staff positions in the A&D Office. This role is part of a team supervised by the Administration Manager that works together to ensure effective support is delivered to the leadership team and operational priorities.Advanced proficiency with computer applications including MS Office Suite, Adobe Create Suite, and content management systems.Ability to problem solve and think strategically and to exercise independent judgement and tact in handling executive office duties that are critical to the reputation and positive image of the institution.Ability to appropriately recognize and manage conflicts of interest, using considerable sensitivity, diplomacy, discretion and confidentiality.Focus on quality – demonstrated personal effectiveness to take personal responsibility for the quality and timeliness of work and achieves results with little oversight.Remain agile – adapts to changing business needs, conditions, and work responsibilities.Make informed decisions – make timely, informed decisions that consider the facts, goals, constraints, and risks.Intermediate financial management knowledge.
Specialized Knowledge/ Education:Secondary school graduation or equivalent and some related post-secondary course work.
A minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or an equivalent combination of education, training and experience.Related work experience should include:Supporting senior leaders in a high-volume setting.Interpreting and/or applying policy and procedures.Previous university experience at the executive level is preferred.Knowledge of CRM Databases specifically Raisers Edge considered an asset.Equity and Diversity StatementUVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments.
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