Advancement Assistant (J1026-0359)

Queen's University; Kingston; On-site; CAD 42,000 - 54,000; Full time

Job summary

Queen's University in Kingston, Ontario, seeks an organized administrative professional to support the Office of Advancement. You will handle frontline customer service, assist with event planning, manage alumni data, and coordinate travel, budgets, and communications with alumni, volunteers, and university partners.

The role emphasizes attention to detail, excellent communication, and the ability to thrive in a fast-paced environment while providing courteous service.

Qualifications

• Customer-focused with strong attention to detail.
• Excellent communicator in high-pressure environments.
• Ability to work with diverse internal and external audiences.

Responsibilities

• Serve as first point of contact for internal and external customers.
• Coordinate logistics for alumni events locally, nationally, and internationally.
• Prepare budgets, monitor spending, and coordinate timelines.
• Organize accounts payable and travel reimbursements.
• Administer programs for the Office of Advancement.
• Oversee work-study recruitment, onboarding, scheduling and training.

Skills

Customer service

Event planning

Data management

Budgeting

Travel arrangements

Communication

Job description

Job Summary A Brief Overview

Reporting to the Associate Director, Advancement Operations, this position provides administrative expertise and frontline customer service for the Office of Advancement and supports long-term relationship building with our alumni, volunteers, donors and university partners. The incumbent supports the overall goals of Advancement through assisting with event planning, gift acceptance, accurate data management and liaising with internal and external audiences. This position requires a customer-focused individual, with sound judgment and good people skills, who enjoy working with people, and thrives on a wide variety of detail-oriented administrative work requiring a high level of attention to detail. They must be an excellent communicator who is at home in high-pressure, fast-paced environments, capable of providing professional, courteous and friendly service.This position provides administrative and customer service support to The Office of Advancement. This position supports long-term relationships by maintaining alumni data, planning events, arranging travel and accommodation, preparing reports and reconciling data, and facilitating communications between alumni, faculty, team members and volunteers. This position organizes events, manages logistics, and monitors spending and budgets. This position provides oversight to the work study program including posting opportunities, reviewing resumes, participating in interviews, scheduling and delivering training, and work quality.

Job Description What you will do

• Acts as the first point of contact for the department by providing internal and external customer service.


• Coordinates and organizes logistics for a variety of alumni events, locally, nationally and internationally.


• Prepares event budgets, monitors spending, and coordinates timelines.


• Organizes accounts payable and travel reimbursements.


• Administers programs on behalf of the Office of Advancement.


• Oversees the recruitment, onboarding, scheduling and work quality of work study students.


• Other duties as required in support of the department and/or unit.