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Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Title Administrative Assistant, Development and Alumni Engagement, Science Department Administrative Support | Dean's Office | Faculty of Science Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date May 25, 2025

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

Job End Date

This is a part-time 50% position.

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 Administrative Assistant, Development and Alumni Engagement, Science provides administrative and secretarial support to the Development and Alumni Engagement (DAE) team operating out of the Faculty of Science Dean’s Office. This part-time 50% role supports multiple team members and a broad range of administrative, financial, and information management responsibilities, including coordinating donation processing, maintaining donor and alumni databases, handling financial processes, supporting event logistics, and providing general office administrative support. The role requires exceptional organizational skills, attention to detail, high level of initiative and independence, and the ability to manage competing priorities while exercising discretion and professionalism in a dynamic, high-volume environment.

Organizational Status
Reporting to the Senior Manager Academic Initiatives and Administration at the Science Dean’s Office, and working as part of the administrative support team in the Dean’s office, the position will liaise with members of the DAE team, faculty, staff, UBC central units, external agencies, donors and alumni. Work direction will be provided mostly by the Manager of the Development, Science.

Work Performed

NOTA (donations processing system)

• Liaises with fundraising team and central teams to process donations to the Faculty of Science (including outright donations, pledges, wire transfers, foreign currency donations, cheques and other forms of payment, including non-monetary gifts such as gifts-in-kind)

• Submits new donations and financial commitments made by donors to the University

• Reviews supporting documentation and donor information to ensure accuracy and compliance with University procedures

• Develops and maintains up-to-date knowledge of gift processing best practices

• Establishes new fundraising designations at the request of the Manager of Development

• Submits change requests to adjust records at the request of the Manager of Development

Blackbaud CRM (alumni and donor database)

• Coordinates requests for new constituent records at the request of the fundraising team, Associate Director (Alumni Engagement) and Manager of Development

• Maintains timely and accurate confidential alumni and donor records, including contact information, communication preferences, giving history, volunteer history, event attendance, and other recent interactions to ensure information is up-to-date

• Performs basic searches for donor giving history, funds raised for projects, event attendance, volunteerism and contact information

• Assists fundraisers with metric-based administrative work; including adding and maintaining fundraising opportunities and interactions

• Ensures up to date information in Blackbaud CRM is maintained; ensures that all alumni activity is tracked, recorded and analyzed; generates reports and lists as required

• Generates reports using a combination of standardized reports, and generates customized queries using the database’s backend software when needed

• Develops and maintains up-to-date knowledge of the University Information Management System (Blackbaud CRM)

Workday (financial processing system)

• Coordinates internal and external financial transactions on behalf of Development and Alumni Engagement, including staff expense reimbursements and credit cards reconciliations

• Tracks payment status and follows up proactively with related parties when needed

• Develops and maintains up-to-date knowledge of financial processing using UBC’s protocols and established best practices

General Administrative Support

• Answers general alumni/donor questions by phone/email, triages to appropriate fundraising team member

• Uses knowledge of faculty-based fundraising and alumni engagement strategies to anticipate needs and provide effective administrative support to the DAE team

• Prepares and drafts correspondence on behalf of the Development and Alumni teams, ensuring accuracy and appropriate handling of sensitive information

• Schedules and coordinates meetings on behalf of team, independently managing logistics such as room bookings and setting up Zoom links

• Develops team’s weekly meeting agenda. Coordinates meeting content using input from multiple team members, tracks significant events (DAE, Faculty, University, holidays, special events, etc.), planned staff absences and other content as provided by team members

• Orders and maintains DAE office supplies and equipment

• Submits telephone, voicemail and work order requests

• Conducts information searches using the internet; gather data and prepare spreadsheets

• Coordinates special event services (arranges quotes, catering, room bookings, invitations and RSVPs, equipment rentals)

• Makes travel and accommodation arrangements

• Coordinates with Alumni Associate Director for pick up and delivery of equipment loans (examples: banners, table cloths, swag, etc.)

• Provides onsite support at on campus functions and external community events which may require occasional shift in working hours

• May be required to attend special DAE staff events, at the discretion of the Senior Manager Academic Initiatives and Administration and Manager of Development

• Is responsible for the receipt and delivery of confidential materials including gift agreements and cheques

• May be required to drop off and/or pick up time-sensitive materials from other Faculty of Science and DAE offices

• Maintains log of incoming donations and is responsible for hand-delivering materials to central Development building (David Strangway)

• As required, supports, contributes and assists the DAE team on the execution and success of all its programs

• Attends Dean’s Office administrative meetings and other meetings at the request of the Senior Manager Academic Initiatives and Administration or Manager of Development

• Provides front desk coverage and administrative support (including routine office duties such as filing, photocopying, mail etc.) for the Faculty of Science Dean’s Office on a regular basis and as required

• Performs other related duties as required

Consequence of Error/Judgement
Work requires judgment, initiative, attention to detail and high standards. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact and discretion in dealing with confidential and sensitive matters is essential. Errors in judgment will reflect negatively on the Dean’s Office, Development Office, and UBC. If incorrect information is dispensed or confidentiality is mishandled or breached, the reputation of the university may be affected; likewise dealings with donors, alumni, and outreach partners, if mishandled, may reflect negatively on UBC. Financial work must be performed with great attention to detail to ensure it is correct and appropriate in compliance with UBC procedures.

Supervision Received
Reports to the Senior Manager Academic Initiatives and Administration, but receives work direction primarily from the Manager of Development; also as applicable from the Senior Manager Academic Initiatives and Administration. Works independently under minimal supervision.

Supervision Given
None.

Minimum Qualifications

• 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

• High School graduation plus one year post-secondary education, plus four years of related experience or the equivalent combination of education and experience

Preferred Qualifications

• Knowledge of university policies and procedures an asset, including UBC financial processes and forms

• Knowledge of the principles and practices of faculty-based fundraising and alumni engagement

• Excellent organizational skills - ability to prioritize work with conflicting demands, effectively coordinate multiple tasks for different teams or projects and meet deadlines

• Ability to be flexible and adapt to changing priorities

• Eager and adept at learning new systems or technology

• Ability to use initiative or ingenuity to resolve problems

• Ability to maintain accuracy and attention to detail

• Ability to stay focused and maintain productivity in an open office environment

• Ability to exercise tact and discretion when dealing with confidential matters

• Ability to use the internet to research information

• Strong oral and written communication: ability to compose correspondence using clear, concise business English

• Ability to take and transcribe accurate meeting minutes

• Ability to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, MS PowerPoint)

• Ability to effectively use Workday, Blackbaud or other CRM systems at an intermediate level

• Ability to operate a normal range of office equipment (e.g., fax machine, photocopier)

• Strong interpersonal skills and ability to work independently within a team environment

• Will be required to walk to other campus buildings to deliver documents

• Ability to work outside regular office hours on occasion

• Ability to perform set up at events