Clerical Assistant, Advancement and Vice Deans

**Clerical Assistant, Advancement and Vice Deans**:
**Primary Purpose**: To provide efficient high level administrative support to the College of Medicine Advancement Team, along with providing support to the Vice-Dean Faculty Engagement and the Vice-Dean Education.

**Nature of Work**: Reporting to the Director of Advancement within the College of Medicine, with accountability to the Vice-Dean Faculty Engagement and Vice-Dean Education, this position works collaboratively to support the smooth functioning of the administration within the portfolio. This position interacts with a diverse group of individuals including alumni, donors, faculty, students, staff, vendors, and the outside community. The incumbent will require the ability to build relationships with numerous stakeholders, excellent judgement, discretionary decision making, familiarity with established university policies and guidelines, as well as proficiency with administrative technologies, such as Concur, Fast and CRM. The incumbent will deal with complex opportunities, and issues; requiring the use of data collection and assessment to address them. The position will work to adapt established methods and practices to solve problems and discuss difficult or anomalous issues with the team to determine appropriate solutions. The incumbent will be required to provide advanced advice, support, and guidance to carry out financial aspects of the role. The work encompasses a broad range of duties that involves competing deadlines, peak periods and situations that requires both the ability to work independently as well as part of a team. At times, the work involves sensitive and confidential matters and requires the ability to handle a fast-paced environment, frequent interruptions with multiple, often conflicting deadlines and priorities. Attention to detail is required in all areas of this position.

**Typical Duties/Accountabilities**
- Provide high level administrative support to all members of the Advancement Team and Vice Dean’s including but not limited to; maintaining calendars, preparing reports, documents and/or correspondence, travel arrangements, CRM donor database, concur expense submissions, travel requests, and communicating appropriate information as well as directing individuals to the appropriate areas.
- Provide courteous frontline support for the team, responding to or referring requests from donors, alumni, and the public at large.
- Provide event planning support, working both independently and with a team and in collaboration with the events portfolio. Typical duties include efficiently managing problems if they arise, logístical arrangements, preparing and tracking invitations, mailings, registrations, RSVPs, including the annual Highlights in Medicine Conference and Reunion.
- Ensure high level administrative support and coordination to various committees including scheduling meetings, preparing, and distributing material for meetings; taking, transcribing, and distributing meeting minutes or notes; tracking and following up on action items from the committee and any subcommittees; and preparing confidential materials such as letters and reports.
- Oversee and manage trust fund process.
- Responsible for accurate and consistent administrative level financial reporting, basic analysis, and compiling reports on the portfolio’s financial operations.
- Complete transactions in adherence to College and University processes.
- Maintain confidential donor files including managing the lists and other data, updating alumni prospect and donor information on alumni and donor database (CRM).
- Prepare clerical level support for financial documentation such as processing of payments and reconciling financial records.
- Pickup incoming mail; send outgoing mail; process incoming donations and gift transmittal paperwork; assist and coordinate mass mailouts such as class giving campaigns, direct mail solicitation campaigns: print, mail merge, labels, envelopes.
- Research, analyze and compile data from existing sources and website management.
- Provide assistance, when required, to other administrative staff to ensure the smooth flow of business operations.
- Proficiency in UniFi to provide quarterly budget reports for the Advancement Team; creation of the fiscal year budget, creating cheque requisitions and JVs.
- Data management input for medical faculty; running reports as required.
- Provide administrative support to various committees.
- Be point of contact for student awards/bursaries:

- Assist the awards committee as a voting member with fund balances and defining Terms of Reference.
- Assist in collecting student letters and photos for donor correspondence and impact reports.
- Direct incoming inquiries to appropriate staff member

**Qualifications**

**Education**: A post-secondary certificate or diploma in a business administration or administrative assistant program is required.

**Experience**: Three to five years of related e