Administrative Assistant to The Director of Faculty

Organizational Unit- University of Victoria -> VP External Relations -> Development- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date- Ongoing until filled- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $64,629.00 - $71,504.00- Additional Posting Information- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- ES3- Employee Group: - Exempt Support Staff - Continuing- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityThe world is changing. It needs our critical thinking to address today’s complex challenges. And the University of Victoria (UVic) is ready. Inspired by and honouring place, we are a community-minded, globally engaged university where we transform ideas into meaningful impact. The Alumni and Development team at UVic connects alumni and community to UVic’s vision as outlined in the university’s 2023 strategic plan: Distinctly UVic. 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. **About Faculty Development**: Faculty Development supports university priorities through one-on-one fundraising for gifts of more than $25,000. The team collaborates with Deans and senior leaders across their own units and across the university to raise funds, build relationships and grow the university’s profile within the community. Besides a financial goal, we aim to grow our capacity to support a future comprehensive campaign, building the skills of our fundraising staff, and increasing the number of meaningful solicitations and donor relationships. **About Alumni and Development**: Alumni Relations and Development is the division of the university responsible for creating strong relationships and building philanthropic commitment between the University of Victoria and its alumni and friends. UVic offers a combination of dynamic learning, vital impact and an extraordinary academic environment that can’t be found anywhere else. The university's Development team has been growing steadily, raising over $30 million annually, and is in the planning stage of a comprehensive campaign. **About the position**: The Administrative Assistant will have responsibility for tasks including: - Provides advanced organizational and administrative support to the DOFD - Coordinates and facilitates logístical arrangements for retreats, webinars, interviews and various meetings - 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 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 - Assists and facilitates the orientation and onboarding of new staff **What We Offer**: - Professional experience: be part of working with a team of professionals on a post-secondary comprehensive fundraising campaign; - Values-based work. The Alumni and Development values are: - Integrity - Collaboration - Respect - Passion - Teamwork - Flexibility - Creativity - Generous vacation leave in the first calendar year of service is earned monthly from your initial date of appointment to December 31st of that calendar year, based on 10 working days and 15 days through years 2 to 4. You will be provided an additional five (5) days special leave each year. - When on campus,