Administrative Assistant-1 Year Term/soutien

4 weeks ago

Ottawa, Canada Canadian Association of University Business Officers (CAUBO) Full time

_Le texte français suis le texte anglais_

**CAUBO Opportunity**

**ADMINISTRATIVE ASSISTANT / 1 year term - January 15, 2024 to January 17, 2025**
- Founded in 1937, CAUBO is a non-profit professional organization representing the chief administrative and financial officers at over 100 universities and affiliated colleges in Canada. CAUBO provides a national perspective on matters related to higher education administration. It strengthens the capacity of leaders in the sector by connecting them with peers and information, enabling them to pursue opportunities and create solutions for shared issues. Supported by a vibrant community of volunteers, CAUBO offers a wide array of programs and services._

**Scope and Objective of Position**

The incumbent will perform a variety of administrative tasks to support several units within the Association, including corporate services, event planning and the analytical team. They possess strong administrative, organizational, and interpersonal skills and have a proven track record of working with a high degree of efficiency and an ability to multi-task. They have advanced knowledge in MS Office Suite, database management and experience with online meeting platforms.

**Key Responsibilities**

**Support for Corporate Services**

**Membership database maintenance and updating**
- Support the membership database updating project by liaising with member institutions and updating data in Membee (CAUBO’s membership database).
- Membee Service Center updates - new account approvals.
- Administer CAUBO’s listservs (approval of new members).
- Consolidate list of 2023 volunteers, update the database and merge volunteer recognition letters.

**Membership invoicing**
- Coordinate the annual membership invoicing process:

- o Preparation of membership fee level spreadsheets.
- o Distribution of the invoices.
- o Follow-up with unpaid members.

**CAUBO Awards Programs**
- Support the Quality & Productivity Awards Program: liaise with winners and coordinate purchase of plaques.
- Support the Recognition Awards Program: liaise with winners and coordinate purchase of awards.

**CAUBO Governance Meetings and the Annual General Meeting (AGM)**
- Coordinate the scheduling of Board and Executive Committee meetings, as well as the preparation and distribution of meeting packages.
- Provide support to the Executive Director as required for travel, scheduling meetings etc.
- Coordinate the invitee and participants list for the AGM. Prepare and distribute support documents.

**Event/PD Support**

**CAUBO Annual Conference**
- Maintain a detailed conference speaker/content database and track receipt of speakers’ deliverables.
- With oversight from the Event Coordinator, liaise with confirmed speakers, panelists, facilitators/publicists for the seminars and the annual conference sessions to communicate planning details and to secure deliverables.
- Field all initial inquiries from speakers and escalate any follow-up items to the appropriate person.
- Provide on-site support (as required).
- Coordinate shipment of event materials.

**Webinars & Virtual Roundtables**
- Produce and distribute weekly stats for webinars.
- Maintain the registration database and produce lists of registered delegates upon request.
- First point of contact for prospective and confirmed participants.
- Send out instructions to participants to join the webinar and is available for log-in tech support during the webinar.
- Provide administrative support to the presenters, for example, collecting, formatting and posting all support materials.
- Support set-up of webinar platform as directed by the PD Coordinator.
- Provide technical support to participants with log-in issues during the event.
- Assist in editing the webinar recording and coordinate posting to the Knowledge Centre by the IT and Database Coordinator.

**Online courses**
- As directed by the PD Coordinator, create certificates of completion/create individual PDF files.

**Support for the Analytical Team**

**Annual Surveys & Other Analytical Resources**
- Update survey distribution list/databases.
- Distribute surveys (and survey material) to members and send reminders, as directed, regarding the deadlines to complete the surveys
- Distribute institution specific information to members, as directed, in order to support analytical resources.

**Meeting Coordination**
- General meeting coordination for Committees/Advisory Committees (setting up Doodle polls, tracking RSVPS, sending reminders and support documents)

**Other**
- Provide support for the Hotel Program Request for Quotes (update distribution list, prepare the spreadsheet with submissions, etc.)
- Support the triage and sorting of documents at the CAUBO office
- Perform other duties to satisfy or to assist the office in general.
- Some travel is required.

**QUALIFICATIONS, SKILLS AND COMPETENCIES**
- Fluently bilingual considered an asset (English and French)
- High proficiency in MS Office Su

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