Administrative Assistant to the Director of Faculty Development

Organizational Unit University of Victoria -> VP External Relations -> Development Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date Ongoing until filled. Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $64,629.00 - $71,504.00 Classification ES3 Employee Group: Exempt Support Staff - Continuing # of Hires Needed 1 Category Administrative and Support Services About this Opportunity The world is changing. It needs our critical thinking to address today’s complex challenges. And the University of Victoria (UVic) is ready. Inspired by and honouring place, we are a community-minded, globally engaged university where we transform ideas into meaningful impact. The Alumni and Development team at UVic connects alumni and community to UVic’s vision as outlined in the university’s 2023 strategic plan: Distinctly UVic. Reporting to the Director of Faculty Development and the Alumni & Development Administration Manager, the Administrative Assistant to the Director of Faculty Development (DOFD) is an essential member of the Development team, providing administrative support to the Director of Faculty Development and other Faculty Development staff and ensuring the efficient operation and cohesiveness of the major gifts fundraising team. The Administrative Assistant ensures the flow of information within Alumni and Development, liaising with Development Officers, Deans, Directors, alumni, major donors, volunteers and senior UVic executives, office administrators and students on matters relating to development and working with the Advancement Operations team on Raiser’s Edge reports. The position deals with sensitive and confidential information and the incumbent must demonstrate discretion, independent judgment and high professional standards, operating under strict timelines requiring constant adjustment of priorities and balancing of workload. Due to A&D’s large scope and portfolio, the incumbent must have effective communications practices, as well as a knowledge of UVic’s policies and procedures. About the position: The Administrative Assistant will have responsibility for tasks including: Provides advanced organizational and administrative support to the DOFD Coordinates and facilitates logistical arrangements for retreats, webinars, interviews and various meetings Creates reports, lists, charts, graphs (using Microsoft Suite) and advanced Excel spreadsheets involving pivot tables & formulas Coordinates Work Plans for 10+ faculties and units Coordinates and manages additional special projects as required by the DOFD and AVPAD Provides initial (and ongoing) orientation and training to new development officers, managers and occasionally directors, including high-level database and email set up, policies and procedures Provides ongoing follow-up with Faculty Development staff in ensuring confidential and sensitive information is secure and following retention rules, adherence to the Freedom of Information and Protection of Privacy Act (FOIPPA) Gains database management knowledge (including Raisers Edge system) for relationship tracking, project management, and updates to donor profiles Organizes position searches for the DOFD (creating and managing postings, corresponding with candidates, organizing hiring committees/search processes and schedules interviews) Assists and facilitates the orientation and onboarding of new staff Job Summary The Assistant provides primary advanced organizational and administrative support to the Director of Faculty Development and other faculty development staff ensuring the efficient operation and cohesiveness of the major gifts fundraising program. Additional responsibilities include preparing a variety of reports and materials, many of which are sensitive and highly confidential; interacting with development officers, deans, directors, alumni, major donors, volunteers, senior UVic executives, office administrators and students on matters relating to development; and working with the Advancement Services team on Raiser’s Edge reports. This position works collaboratively with other A&D staff to ensure absence coverage for Exempt Support staff positions in the A&D Office. This role is part of a team supervised by the Administration Manager that works together to ensure effective support is delivered to the leadership team and operational priorities. Job Requirements Skills: Strong attention to detail and organizational skills. Advanced proficiency with computer applications including MS Office Suite, Adobe Create Suite, and content management systems. Strong communication skills including preparing memos, reviewing and editing reports, and summarizing information. Ability to problem solve and think strategically and to exercise independent judgement and tact in handling executive office duties that are critical to the reputation and positive image of the institution. Ability to appropriately recognize and manage conflicts of interest, using considerable sensitivity, diplomacy, discretion and confidentiality. Competencies: Focus on quality – demonstrated personal effectiveness to take personal responsibility for the quality and timeliness of work and achieves results with little oversight. Ability to build relationships and work within a team – promote collaboration to share knowledge and pool resources to get things done. Remain agile – adapts to changing business needs, conditions, and work responsibilities. Make informed decisions – make timely, informed decisions that consider the facts, goals, constraints, and risks. Intermediate financial management knowledge. Provide excellent service – ability to provide reliable and responsive service that builds positive ongoing relationships and supports UVic’s goal to advance service excellence. Specialized Knowledge/ Education: Secondary school graduation or equivalent and some related post-secondary course work. Experience: A minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or an equivalent combination of education, training and experience. Related work experience should include: Supporting senior leaders in a high-volume setting. Working with highly confidential and sensitive materials. Developing presentations and speaking notes. Providing exemplary customer service. Interpreting and/or applying policy and procedures. Previous university experience at the executive level is preferred. Knowledge of CRM Databases specifically Raisers Edge considered an asset. Equity and Diversity Statement UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity. Accessibility Statement If you anticipate needing accommodations for any part of the application and hiring process contact: [email protected] Any personal information provided will be maintained in confidence. What UVic Offers To learn more click here. #J-18808-Ljbffr