Development Assistant

2 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department University Advancement & Communications Unit University Advancement & Communications-Development Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

**Position Summary**:
Reporting to the Executive Administrator of University Advancement and Communications, this position provides direct administrative support to the Associate Director of Development. In this capacity, the Development Assistant is responsible for managing the Associate Director’s schedule, which includes scheduling meetings, booking meeting rooms (virtual rooms, if required), and researching, compiling, and distributing meeting materials to attendees, as well as agenda preparation and minute taking.

The incumbent requires advanced and specialized technical skills to support the business unit through database maintenance and management. The incumbent is responsible for coordinating meetings for Development-related internal and external committees, as well as making travel arrangements that include booking flights and accommodation.

**The General Accountabilities of this position are**:

- Provides direct administrative support to the Associate Director of Development by coordinating schedules, arranging meetings by booking meeting rooms, ordering refreshments, etc.; researching, drafting, compiling, and distributing meeting materials, including agendas and minutes;
- Accesses records in Raiser’s Edge (the University of Regina’s in-house database) for various purposes, including receipt of task assignments; updates records as and when required in an accurate and timely manner;
- Records and tracks unit expenses, reconciles PCard transactions and updates expense spreadsheet to maintain accurate financial forecast;
- Prepares proposals, letters, memos, reports, and other documents, as necessary;
- Maintains files, distribution lists, databases, and archive files;
- Coordinates large mailings several times a year for Donor Campaigns, Awards, and Trust/Endowment Stewardships. This includes preparation of the master document, assuring formatting compliance with standards, compiling the merge list, merging the document, arranging printing, envelope stuffing, and mailing;
- Collects returned mail after large mailings and updates records in Raiser’s Edge to verify the most up to date contact information is available;
- Proofreads Gift Agreements and Terms of Reference documents, flags anomalies, circulates signed documents to appropriate resources, and files;
- Regularly monitors Saskatchewan Obituaries and updates the Raiser’s Edge database.
- Electronic and paper records management in compliance with established University policy;
- Receives cheques, makes photocopies along with any corresponding back up and provides to FASTer for processing;
- Provides backup to the Advancement Assistant and the Communications and Marketing Assistant;
- As required, coordinates travel, conferences, special events, information sessions, guest speakers and various presentations, ensuring appropriate permissions are granted and policies adhered to; and,
- Special mailings and preparation of presentation package for donors and constituents on behalf of Development team members i.e. mailing a gift to a donor or the ordering of flowers, preparation of packages for donor meetings, etc.

Other duties as assigned.

Position Requirements

**Position Requirements**:
Grade 12 supplemented by the successful completion of a recognized business course, combined with three years related and progressively responsible experience, preferably within an academic, communications or event management environment. An equivalent combination of education and experience may be considered.
- Experience coordinating and scheduling appointments, meetings, travel, and accommodations;
- Effective written, creative, technical, and business communication and presentation skills;
- Demonstrated ability to manage multiple priorities, often with competing deadlines;
- Demonstrated ability to assist in the development and implementation of administrative processes within the business unit;
- Ability to make informed independent decisions in accordance with established policies and procedures, evidencing creativity and independent judgment, where appropriate;
- Demonstrated knowledge of office practices, principles and procedures;
- Demonstrated high degree of accuracy in all aspects of assigned duties;
- Ability to work independently with little or no supervision as well as to work collaboratively in a team environment in an effort to achieve common goals;
- Demonstrated ability to establish and maintain effective working relationships - exercising a considerable degree of tack, judgment, and discretion regarding sensitive and confidential matters and materials;
- Demonstrated ability to promote and maintain

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