Administrative Assistant, Philanthropy

University of Regina; Regina; On-site; CAD 47,000 - 63,000; Full time

Benefits offered by this job

Health/Dental/Vision Benefits

Flexible Spending Account

Defined Benefit Pension Plan

Job summary

The Philanthropy Unit of University Advancement at the University of Regina is seeking an Administrative Assistant to support the Director of Philanthropy and manage donor communications. You will be central to donor inquiries and coordinate events and records with strong confidentiality.

Role requires extensive MS Office use, Adobe Creative Suite, and experience in donor management systems. Term-based, with dynamic responsibilities and opportunities to contribute to campus initiatives.

Qualifications

• Grade 12 is supplemented by the successful completion of a recognized business course.
• Minimum of five years of experience related to the required duties.
• 3-5 years of Project Support/Coordination is required with Project Management training considered an asset.
• 1-3 years of experience creating traditional and digital documents using the Adobe Creative Suite; a certificate in Graphic Design is an asset.

Responsibilities

• Be the hub of the Philanthropy Team: maintain the Director's calendar and coordinate operations.
• Plan, coordinate and monitor the delivery of all operational services for the Philanthropy team.
• Develop and maintain a calendar of campus-wide donor communications.

Skills

Office administration

Organizational skills

Communication

Detail orientation

Analytical thinking

Education

Grade 12 + business course

Project Management training (asset)

Certificate in Graphic Design (asset)

Tools

Raiser’s Edge

Banner

FAST

CASPUR Reports

Outlook

Adobe Creative Suite (Photoshop, InDesign)

Job description

Faculty/Department University Advancement Unit Philanthropy Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

Are you passionate about supporting student success by ensuring they have access to education no matter their financial situation? Join us as our new Administrative Assistant!

The Philanthropy Unit of University Advancement works diligently with donors to secure funding for scholarships, research and capital projects that enhance the student experience. As part of a dynamic administrative team, this position is responsible for supporting the Director of Philanthropy through the coordination of philanthropic initiatives and stewardship. The position is the first point of contact for donors and stakeholders; responding to general inquiries about the University of Regina’s Philanthropy unit.

What You’ll Do:

Be the hub of the Philanthropy Team:

• Support the Director of Philanthropy by maintaining their schedule and serving as an extension of their work.
• Responsible to plan, coordinate and monitor the smooth delivery of all the operational services for the Philanthropy team.
• Develop and maintain a calendar of campus-wide donor communications

Be the first point of contact for Donors:

• Support both current and prospective donors by responding to in-person, telephone, and email inquiries related to philanthropic opportunities, and be able to immediately connect them with an appropriate Development Officer.
• Manage public facing email inboxes to ensure inquiries are responded to in an efficient and accurate fashion.
• Work closely with the Stewardship Officer(s) to provide expressions of gratitude to our donors.

Assist with Donor and Philanthropic events:

• Be a part of planning and coordinating various exciting events such as lunches, faculty and campus tours
• Assist with identifying donors who may be interested in other campus events outside of our unit.

Maintain constituent records and confidential information:

• Maintain electronic constituent records in the Raiser’s Edge database and update them on a regular basis.
• Responsible for creating and maintaining spreadsheets and collecting data. (e.g., donor history, giving history, scholarships, etc.).

Supports the Philanthropy Team:

• Actively participate in Team Meetings and support members by coordinating PCard and Expense Claim reimbursement
• Coordinate travel and APEA purchases, ensuring compliance with University policy.
• Provide backup for other University Advancement administrative support positions.

Plus More:

Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!

Why Join Us?

At the University of Regina, we are more than just a campus – we are a community! Join our team and enjoy:

• Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff by assisting the University in connecting to communities and securing their support.
• Work-Life Balance: We value your well-being and know your personal life is most important!
• Dynamic and Inclusive Workplace: We value diversity and inclusivity. You will be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
• Innovation Culture: We encourage fresh ideas and innovative thinking.
• Competitive Compensation: We offer a competitive compensation package and benefits to reward your talent. A few of these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more!

Position Requirements

What You Will Bring to the Position:

• Grade 12 is supplemented by the successful completion of a recognized business course. Minimum of five years of experience related to the required duties.
• 3-5 Years of Project Support/Coordination is required and Project Management training, specifically in scheduling would be considered an asset.
• 1-3 Years of experience creating traditional and digital documents using the Adobe Creative Suite of applications is required with a Certificate in Graphic Design considered an asset.
• An equivalent combination of education and experience may be considered.

Skills to Ensure You are Successful in the Role:

• Demonstrated knowledge of office practices, principles, and procedures. Excellent organizational skills, including a proven ability to work effectively with minimal supervision, prioritize work and balance multiple tasks and shifting priorities.
• Independent thinker with the ability to make decisions that support and contribute to the strategic direction set by the Director.
• Demonstrated ability to exercise appropriate initiative and apply sound, professional judgment independently without the need for detailed instruction or review.
• Strong attention to detail and accuracy is required.
• Advanced proficiency in the use of MS Office Suite (Word, Excel, PowerPoint, and Outlook), the Adobe Creative Suite (Photoshop and InDesign).
• Strong oral and written communication skills – effectively communicating with donors, faculty, staff, program partners, and community.
• Strong service-orientated background.
• Ability to handle confidential material with discretion.
• Exceptional interpersonal skills and an ability to develop and maintain effective collegial working relationships.
• Knowledge of the University of Regina’s programs, policies and processes, including purchasing, financial and signing authorities.
• Knowledge of University information systems, including Raiser’s Edge, Banner, FAST, CASPUR Reports, and Outlook.
• Demonstrated reliability and good judgment.
• Ability to demonstrate analytical and critical thinking skills.
• Demonstrated skill in learning and operating a wide variety of databases and information systems. Work outside regular hours may be required on occasion.

Physical Demands

Extended periods of sitting at a computer daily.

May be exposed to graphic, inappropriate language and/or content via social media channels.

Pay Grade CUPE Phase 4 Salary Range $46,846.80 $63,263.20 Annually

Status

Term

Work Hours

Monday – Friday 8:15 – 4:30

Infrequent evening and/or weekend work may be required for special activities/events

Duration (if Term/Temporary)

18 months, with possibility of extension or becoming permanent Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted

Additional Information

Contact Information

Job Open Date: 11/02/2026

Job Close Date: 11/08/2026

Open Until Filled: No

Safety Statement

The University is committed to maintaining a safe and healthy workplace and strengthening a culture of safety across the campus community. All employees share responsibility for contributing to a safe working environment.

Diversity Statement

The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by The Saskatchewan Human Rights Code, 2018.