Development Assistant, DAE

The University of British Columbia; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established educational institution is seeking a proactive Development Assistant to provide exceptional administrative support. This role involves managing calendars, coordinating meetings, and assisting with donations administration. The successful candidate will thrive in a dynamic environment, demonstrating strong attention to detail and the ability to juggle multiple tasks efficiently. Join a vibrant community dedicated to research and teaching excellence, where your contributions will help shape the future of education and health care. Embrace the opportunity to work within a supportive and diverse team that values innovation and collaboration.

Qualifications

• High School graduation plus one year of related training and two years of experience.
• Ability to maintain electronic calendars and coordinate meetings effectively.

Responsibilities

• Provides administrative support to the Executive Director and Group Leads.
• Schedules meetings, manages expenses, and supports donations administration.

Skills

Administrative Support

Calendar Management

Expense Reconciliation

Communication Skills

Attention to Detail

Education

High School Graduation

Related Training

Tools

Microsoft Office

Asana

SharePoint

Videoconferencing Tools

Job description

Development Assistant, DAE page is loaded

Development Assistant, DAE

Apply locations UBC Vancouver Campus time type Full time posted on Posted Yesterday job requisition id JR20825 Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr4)

Job Title

Development Assistant, DAE

Department

Development Medicine Donor Relations

Compensation Range

$4,281.00 - $4,386.00 CAD Monthly

Posting End Date

May 21, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Development Assistant is focused on people-centered activities that require a proactive individual who can anticipate needs and provide exceptional administrative support with an eye for detail. This includes support for leadership, as well as task-driven administrative support and filing, and a willingness to jump in and help wherever needed with direction.

The Development Assistant provides administrative support to the Executive Director and, to a limited degree, Group Leads, ensuring day-to-day activities such as calendar management, meeting preparation, expense reconciliation and general office administration are managed seamlessly and any general outreach to FoM DAE is triaged and directed appropriately.

In addition to office administration duties, the Development Assistant provides donations administration support with direction from Advancement Operations team members, including database administrative maintenance and filing related to donations.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Work Performed

• Schedules and coordinates meetings for ED. Ensures that all materials and supplies for meetings are prepared and delivered to meeting rooms.
• Composes original, complex correspondence on behalf of the ED.
• Reconciles various expenses, including any purchases made on the corporate visa
• Ensures internal ED approval requests are organized and submitted in standard request format through project management tool, following established operating procedures
• Coordinates travel arrangements, including flight and accommodations for guests and participants
• Supports corporate account cell phone plans, including upgrades, roaming updates, etc
• Provides minor troubleshooting support for ED for MS 365 and other tools, and liaises with MED IT as needed
• With direction from Development Coordinators, support donations processing administration and data maintenance and documentation filing
• Assists with pulling donor queries and preparing donations reporting
• With direction from Development coordinators, reconciles lists of donations against the pledge log from NOTA. E-files supporting donation documentation. Ensures attributes are entered into LINKS and that the data in LINKS is correct based on the reconciled list of donations.
• Acts as Primary point of contact for office space and administration within FOM DAE for day-to-day operations, including point of contact for Facilities and MedIT.
• Performs general office duties such as: ordering office supplies for all work areas, manage kitchen duties for DAE, Xerox and in office printing, scheduling couriers, collecting and distributing mail and cheques between DMCBH and DSB
• Supports onboarding/offboarding of team, including filing documentation, updating contact lists, org charts, etc.
• Drafts FOM DAE Team Meeting agenda, call for agenda items, maintain future agenda items and remind contributors when they are presenting, take meeting notes and ensures meetings actions are appropriately documented
• Assists with organizing various events and onsite support as needed
• Responsible for monitoring and promptly responding to unit inbox, directing inquiries to the correct team member
• Reviews donor meeting requests in order to execute initial actions to book rooms and parking, identify catering needs, file documentation, and alert appropriate team members of the request
• Supports team adoption of Asana and supports the creation and maintenance of standard processes and templates within the platform
• Responsible for regularly reviewing the AdOps Work Queue to ensure tasks that align with their responsibilities are assigned to themselves and executed in a timely manner Provides a range of administrative support with provided direction as needed to support AdOps responsibilities
• Performs other tasks as required

Consequence of Error/Judgement
Handles confidential and sensitive information. Requires judgement, initiative, attention to detail and creativity to accomplish tasks while respecting collective agreements and policies. Errors in judgment or ineffective communication may lead to inefficiency of operation, poor internal and external relations, or missed deadlines. Breach of confidentiality could adversely affect the Head's association with faculty, staff, external parties or professional organizations or, in the extreme, lead to grievances and legal action. Errors may result in long term consequences for faculty members regarding promotion, tenure or funding opportunities.

Supervision Received
Reports to: Manager, Advancement Operations

Supervision Given

This position does not supervise staff but may provide guidance and training to new or temporary employees, or student workers as required

Minimum Qualifications
High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately. Ability to draft complex correspondence for signature, and write reports in clear concise business English. Ability to be thorough and maintain accuracy and high level of attention to detail. Ability to work both independently and participate as an effective member in a team environment.

Experience with videoconferencing and teleconferencing an asset. Relevant UBC experience preferred. Experience with SharePoint preferred. Must have intermediate skills in Microsoft Office programs including Word, excel, PowerPoint and Outlook. Strong ability to manage Outlook and related electronic platforms Ability to use internet applications and tools at an intermediate level, and confidently adapt to new technology and project management tools. Ability to type 60 wpm and operate a normal range of office equipment

Ability to take and transcribe minutes. Ability to plan, schedule and organize a variety of projects and/or events, often concurrently. Ability to prioritize work, multi-task, work under pressure and meet deadlines. Ability to take initiative. Ability to politely screen calls and direct as appropriate. Ability to compose correspondence, reports, presentations and other written materials using clear, concise business English. Ability to gather, record and organize information. Ability to exercise tact and discretion with confidential matters. Ability to exercise sound judgment. Highly effective interpersonal and organizational skills. Ability to deal with a diverse group of people in a calm, courteous and effective manner. Ability to supervise, establish standards of performance and resolve work problems. Ability to determine the nature and urgency of inquiries and issues and triage appropriately. Ability to develop and maintain cooperative and productive working relationships. Highly effective organizational and interpersonal skills. Ability to work independently and to exercise considerable judgment and discretion on a daily basis. Ability to adapt to, and work effectively under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

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

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail] .