Administrative Assistant to the Director of Faculty Development

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

Classification

ES3

Employee Group

Exempt Support Staff - Continuing

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

The 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.

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.

About the position:

• Provides advanced organizational and administrative support to the DOFD
• Coordinates and facilitates logistical 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 initial (and ongoing) orientation and training to new development officers, managers and occasionally directors
• Provides ongoing follow-up with Faculty Development staff in ensuring confidential and sensitive information is secure
• Gains database management knowledge (including Raisers Edge system)
• Organizes position searches for the DOFD
• Assists and facilitates the orientation and onboarding of new staff

Job Summary

The Assistant provides primary advanced organizational and administrative support to the Director of Faculty Development and other faculty development staff ensuring the efficient operation and cohesiveness of the major gifts fundraising program. Additional responsibilities include preparing a variety of reports and materials, many of which are sensitive and highly confidential; interacting with development officers, deans, directors, alumni, major donors, volunteers, senior UVic executives, office administrators and students on matters relating to development; and working with the Advancement Services team on Raiser’s Edge reports.

Job Requirements

Skills:

• Strong attention to detail and organizational skills.
• Advanced proficiency with computer applications including MS Office Suite, Adobe Create Suite, and content management systems.
• Strong communication skills including preparing memos, reviewing and editing reports, and summarizing information.
• Ability to problem solve and think strategically and to exercise independent judgement and tact in handling executive office duties.
• Ability to appropriately recognize and manage conflicts of interest, using considerable sensitivity, diplomacy, discretion and confidentiality.

Competencies:

• Focus on quality – demonstrated personal effectiveness to take personal responsibility for the quality and timeliness of work.
• Ability to build relationships and work within a team.
• Remain agile – adapts to changing business needs, conditions, and work responsibilities.
• Make informed decisions – make timely, informed decisions that consider the facts, goals, constraints, and risks.
• Intermediate financial management knowledge.
• Provide excellent service – ability to provide reliable and responsive service.

Specialized Knowledge/ Education:

Secondary school graduation or equivalent and some related post-secondary course work.

Experience:

A minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or an equivalent combination of education, training and experience.

• Supporting senior leaders in a high-volume setting.
• Working with highly confidential and sensitive materials.
• Developing presentations and speaking notes.
• Providing exemplary customer service.
• Interpreting and/or applying policy and procedures.
• Previous university experience at the executive level is preferred.
• Knowledge of CRM Databases specifically Raisers Edge considered an asset.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Esquimalt) Peoples on whose territory the university stands.

Equity and Diversity Statement: UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. We actively encourage applications from members of groups experiencing barriers to equity.

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca.

What UVic Offers: To learn more click here.