Administrative Assistant, Development and Alumni Engagement, Science

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Assistant, Development and Alumni Engagement, Science

Department

Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

May 25, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is a part-time 50% position.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
The Administrative Assistant, Development and Alumni Engagement, Science provides administrative and secretarial support to the Development and Alumni Engagement (DAE) team operating out of the Faculty of Science Dean’s Office. This part-time 50% role supports multiple team members and a broad range of administrative, financial, and information management responsibilities, including coordinating donation processing, maintaining donor and alumni databases, handling financial processes, supporting event logistics, and providing general office administrative support. The role requires exceptional organizational skills, attention to detail, high level of initiative and independence, and the ability to manage competing priorities while exercising discretion and professionalism in a dynamic, high-volume environment.

Organizational Status
Reporting to the Senior Manager Academic Initiatives and Administration at the Science Dean’s Office, and working as part of the administrative support team in the Dean’s office, the position will liaise with members of the DAE team, faculty, staff, UBC central units, external agencies, donors and alumni. Work direction will be provided mostly by the Manager of the Development, Science.

Work Performed

NOTA (donations processing system)- Liaises with fundraising team and central teams to process donations to the Faculty of Science (including outright donations, pledges, wire transfers, foreign currency donations, cheques and other forms of payment, including non-monetary gifts such as gifts-in-kind)- Submits new donations and financial commitments made by donors to the University- Reviews supporting documentation and donor information to ensure accuracy and compliance with University procedures- Develops and maintains up-to-date knowledge of gift processing best practices- Establishes new fundraising designations at the request of the Manager of Development- Submits change requests to adjust records at the request of the Manager of Development

Blackbaud CRM (alumni and donor database)- Coordinates requests for new constituent records at the request of the fundraising team, Associate Director (Alumni Engagement) and Manager of Development- Maintains timely and accurate confidential alumni and donor records, including contact information, communication preferences, giving history, volunteer history, event attendance, and other recent interactions to ensure information is up-to-date- Performs basic searches for donor giving history, funds raised for projects, event attendance, volunteerism and contact information- Assists fundraisers with metric-based administrative work; including adding and maintaining fundraising opportunities and interactions- Ensures up to date information in Blackbaud CRM is maintained; ensures that all alumni activity is tracked, recorded and analyzed; generates reports and lists as required- Generates reports using a combination of standardized reports, and generates customized queries using the database’s backend software when needed- Develops and maintains up-to-date knowledge of the University Information Management System (Blackbaud CRM)

Workday (financial processing system)- Coordinates internal and external financial transactions on behalf of Development and Alumni Engagement, including staff expense reimbursements and credit cards reconciliations- Tracks payment status and follows up proactively with related parties when needed- Develops and maintains up-to-date knowledge of financial processing using UBC’s protocols and established best practices

General Administrative Support-
- Uses knowledge of faculty-based fundraising and alumni engagement strategies to anticipate needs and provide effective administrative support to the DAE team- Prepares and drafts correspondence on behalf of the Development and Alumni teams, ensuring accuracy and appropriate handling of sensitive information- Schedules and coordinates meetings on behalf of team, independently managing logistics such as room bookings and setting up Zoom links- Develops team’s weekly meeting agenda. Coordinates meeting content using input from mult