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, this position works collaboratively to support the smooth functioning of the administration. The incumbent will require the ability to build relationships with numerous stakeholders, excellent judgement, and proficiency with administrative technologies. The position will deal with complex opportunities and issues, requiring data collection and assessment to address them. 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 Deans, including maintaining calendars, preparing reports, travel arrangements, and communicating appropriate information.
• Provide courteous frontline support for the team, responding to or referring requests from donors, alumni, and the public.
• Provide event planning support, managing problems if they arise, logistical arrangements, and tracking RSVPs.
• Ensure high level administrative support and coordination to various committees, including scheduling meetings and preparing confidential materials.
• Oversee and manage trust fund processes.
• Responsible for accurate administrative level financial reporting and compiling reports on financial operations.
• Maintain confidential donor files and manage donor information on the CRM.
• Assist with financial documentation such as processing payments and reconciling records.
• Manage incoming and outgoing mail, process donations, and assist with mass mailouts.
• Research, analyze, and compile data from existing sources.
• Provide assistance to other administrative staff as required.
• Proficiency in UniFi to provide quarterly budget reports for the Advancement Team.
• Data management input for medical faculty; running reports as needed.
• Provide administrative support to various committees.
• Be point of contact for student awards/bursaries, assisting the awards committee and managing inquiries.

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 experience providing financial and confidential administrative support within a fast-paced environment. Strong understanding of basic accounting principles is required. Proficiency with Microsoft Office Suite is required.

Skills

• Effective interpersonal, analytical, written, and verbal communication skills.
• Ability to function in a high-volume setting with conflicting deadlines.
• Strong ability to multi-task and prioritize.
• Demonstrates public relation skills with the ability to interact effectively with diverse groups.
• Ability to work independently and as part of a team.
• Handle all interactions with tact and discretion.
• Proficiency in required software (UniFi, CRM, PAWS, FAST, Concur).
• Strong knowledge of University and College procedures.
• Takes accurate notes of meetings and provides written minutes timely.
• Ability to set prudent priorities while achieving goals.

This position is in scope of CUPE 1975.

Department: College of Medicine
Status: Term 10 months (to Oct 31, 2025) with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:30 to 4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range is $28.72 - 37.60 per hour. The starting salary will be commensurate with education and experience.
Posted Date: 11/20/2024
Closing Date: 12/25/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The University is committed to employment equity, diversity, and inclusion. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority.