Administrative Assistant, Advancement - University Relations

MacEwan University; Edmonton; On-site; CAD 44,147 - 64,197; Full time

Benefits offered by this job

Competitive base pay

Continuous learning culture

Career growth opportunities

Job summary

MacEwan University seeks an Administrative Assistant, Advancement for a full-time, 6-month non-recurring term in the University Relations department. You will provide comprehensive administrative, financial, and operational support to the Advancement portfolio, including donor stewardship, records management, and fundraising reporting.

Key responsibilities include front-line service, document preparation, calendar coordination, event planning, travel arrangements, and assisting with recruitment

Qualifications

• Minimum 2-year post-secondary diploma in business administration or related field.
• Minimum 3 years of progressively responsible administrative experience supporting senior leaders or complex operations.
• Experience with financial administration, recruitment coordination, records management, event coordination, and confidential administrative support.
• Experience supporting advancement, alumni relations, donor administration or similar CRM environment is a plus.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Serve as the first point of contact for visitors, students, donors, alumni and staff with professional, confidential service.
• Prepare and edit correspondence, reports, proposals, gift agreements and other documents to university standards.
• Coordinate calendars and meetings for leadership and staff; plan departmental events and agenda/minute preparation.
• Arrange travel and expense documentation; manage office supplies and equipment maintenance.
• Process donations, cheques and transfers; reconcile requisitions and invoices.
• Maintain donor and constituent records in Raiser's Edge and SharePoint.
• Support donor stewardship activities, alumni relations and fundraising campaigns.
• Assist with recruitment activities including postings, scheduling and onboarding.

Skills

Organizational skills

Time management

Attention to detail

Communication

Confidentiality

Problem solving

Team collaboration

Adaptability

Education

2-year post-secondary diploma in business administration

Tools

Raiser’s Edge

PeopleSoft

SharePoint

Job description

Competition Number: 26.07.168
Category: Full-Time Non-Recurring Term (35 hours per week)
Salary: MSU Band C (Steps 1-8): $24.256 - $35.273 per hour. $44,147 - $64,197 per annum (Based on 35 hours per week).
Closing Date: The competition will remain open until a suitable candidate is found.

MacEwan University is seeking an Administrative Assistant, Advancement for a full-time, 6-month non-recurring term opportunity with our University Relations department.

You will provide comprehensive administrative, financial, and operational support to the Advancement portfolio. In this role, you will coordinate office operations, gift administration, meetings, recruitment activities, departmental projects, and advancement initiatives. You will also provide administrative support for donor stewardship, constituent record management, fundraising reporting, and advancement events while ensuring accuracy, confidentiality, and compliance with University policies and procedures.

Key responsibilities include:

• Serving as the first point of contact for visitors, students, donors, alumni, and internal stakeholders by providing professional, courteous, and confidential customer service or redirecting requests to the appropriate staff member or department;
• Preparing, formatting, proofreading, and editing, correspondence, reports, presentations, proposals, gift agreements, and other documentation for review and approval while ensuring accuracy and adherence to university standards;
• Coordinating calendars, meetings and appointments for leadership and departmental staff;
• Assisting with planning departmental events, recognition activities and meetings, including preparing agendas and minutes, booking rooms and other logistics;
• Coordinating travel arrangements and travel expense documentation;
• Maintaining office supplies, promotional merchandise, equipment and coordinating repairs;
• Processing mail, courier requests, parking pass administration and other departmental memberships and professional association renewals;
• Assisting with SharePoint administration, records organization and document management;
• Processing cheque, cash, e-transfer, wire transfer, and Gift-in-Kind donation documentation in accordance with established procedures;
• Preparing and reconciling purchase requisitions, invoices, P-Card transactions and expense documentation;
• Maintaining and tracking records of stewardship activities, constituent and donor records in Raiser's Edge and updating Raiser's Edge in accordance with established procedures;
• Managing the Advancement shared email inboxes and voicemail, responding to routine inquiries and directing requests to the appropriate staff member;
• Providing administrative support for donor stewardship activities, alumni engagement initiatives, MMB tours, fundraising campaigns, annual giving initiatives and other related activities; and
• Assisting with recruitment activities including posting support, interview scheduling, candidate communications, onboarding and offboarding activities and payroll/human resource documentation.

Skills

• Excellent organizational and time management skills with the ability to manage multiple priorities and competing deadlines;
• Strong attention to detail and accuracy in preparing documentation, maintaining records, and processing financial and donor information;
• Excellent written, verbal, and interpersonal communication skills with a strong customer service orientation;
• The ability to establish and maintain effective working relationships with donors, alumni, senior leaders, and internal stakeholders;
• The ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information;
• Strong analytical and problem-solving skills with the ability to identify issues and implement appropriate solutions;
• The ability to work independently and collaboratively within a team environment;
• Proficiency with Microsoft Office applications and the ability to learn and utilize systems such as Raiser's Edge, PeopleSoft, and SharePoint;
• Strong administrative and coordination skills, including meeting and event coordination, records management, recruitment support, and financial administration; and
• The initiative, adaptability, and the ability to respond effectively to changing priorities in a fast-paced environment.

Qualifications

• A minimum of a 2-year post-secondary diploma in business administration, office administration, administrative professional, public administration, or a related field.
• Minimum 3 years of progressively responsible administrative experience supporting senior leaders or complex business operations,
• Experience with financial administration, recruitment coordination, records management, event coordination, and confidential administrative support.
• Experience supporting advancement, alumni relations, donor administration, or a comparable customer relationship management environment would be considered an asset.
• An equivalent combination of education and experience may be considered.

Position Requirements

• This position is on campus only.

Benefits

• Competitive base pay
• Continuous learning culture
• Opportunities for career growth

This position is included under the MacEwan Staff Union Collective Agreement.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.