Senior Administrative Assistant - Advancement

SENIOR ADMINISTRATIVE ASSISTANT

ADVANCEMENT

NorQuesters are difference makers and we’re searching for someone who is dependable and can lead from where they are in the administrative support of the Advancement team, NorQuest College Foundation, and Director, Fund Development and Alumni Relations.

Reporting to the Manager, Strategic Initiatives and Operations, the Senior Administrative Assistant uses strong organization skills, analytical thinking, and solutions-focused mindset to support human resources activities, finance and expense tracking, project coordination, informational reporting, and oversight and maintenance of processes to ensure compliance with regulatory requirements.

Acting as a go-to for internal and external stakeholders, the Senior Administrative Assistant uses strong communication and workload management skills to provide advancement support, office administration, and event management as we work to remove barriers for students, creating opportunities for learners to change their lives through accessible education.

How You'll Make a Difference

• Handle merges and mailing of annual award receipt letters and reports including print, bind, and mail stewardship and endowment reports, 1000 Women sponsorship packages, and event invitations.
• Support the Donor Relations team with College tours for donors and prospects in conjunction with the Fund Development team.
• Administer and manage all general Advancement communication channels (phone, departmental, and Campaign calendars).
• Documentation tracking and versioning, contracts, requests, decisions.
• Support the internal fundraising campaigns, including SHINE and 1000 Women, with key administrative tasks related to event support including filling in and mailing of certificates.
• Monitor all memberships and subscriptions for the Department of Advancement.
• Coordinate with the hiring managers' onboarding activities for new staff including hardware and software requests.
• Information management to the team on administrative process updates and workflows including policies, procedures, and electronic tools.
• Organize departmental events, such as donor events and quarterly team meetings, including venue, catering, and nametags, RSVP tracking, set up and take down.
• Provide administrative support for the Director and Advancement team including travel arrangements, expense claims, VISA administration, contract and agreement management, requisition completion and support, and financial reporting.
• Receive and send courier and mail.
• Assist with imports and oversight of the completion of Raiser's Edge (Advancement's CRM) action entries related to annual activities, including event attendance and mailing of reports or other hard copy items.
• Handle RSVPs for major Advancement donor and stakeholder events.
• Initiate College-wide requests such as facilities, service desk requests, and IT.
• Act as the Advancement liaison for Compliance and Records Management, Business Continuity Management, and any administrative groups.
• Identify, suggest, and implement continuous improvement of the practices and procedures required within the Advancement Department and beyond as appropriate.
• Responsible for the timely and accurate completion of agreement handling activities.

What You Bring

• Experience with the MS Office suite including advanced Word, Excel, PowerPoint, and Outlook skills.
• Experience working with a CRM, Raiser's Edge preferred, is an asset.
• Diploma in business or administration.
• We'll consider an equivalent combination of education and experiences.
• 3+ years' experience of related administrative experience in fund development or communications.

What Makes You a Difference Maker

As a difference maker you bring

• Ability to work independently and prioritize tasks with minimum supervision.
• Excellent interpersonal skills and networking skills, acting with a high level of professionalism and business acumen.
• Awareness of sensitivities and interests of the diverse stakeholders to ensure the Director’s and Department’s relationships are at least maintained and/or strengthened.
• Experience in supporting several people within a division/department.
• Budget management support experience.
• Experience managing confidential documents and information.
• A high level of sound and independent judgment, reasoning, and discretion.
• Ability to work collaboratively and effectively with other team members from other areas of expertise within the organization.
• Outstanding oral and written communication, organizational, time management skills along with the ability to multi-task.
• Excellent planning, organizational, and communication skills.
• Ability to synthesize information quickly and exercise judgement in changing and politically sensitive situations.

SALARY $48,403 - $62,910 reflective upon what you bring AKA your education and experience. This is a full-time permanent position with the Alberta Union of Provincial Employees (AUPE) and includes immediate access to our great pension and benefit programs.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Our Commitment to Equity, Diversity, and Inclusion

We're on a journey to become an inclusive, anti-racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self-determination through the institution’s work in decolonization, reconciliation, and Indigenization.

ACCESSIBILITY At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to [email protected].

APPLY TO BECOME A NORQUESTER If this opportunity delights you and your expertise will shine in this role, we invite you to apply for this position online by uploading your resume and cover letter combined as one document.

PSST Only candidates shortlisted for an interview will be contacted and we’ll make sure to do this within 28 days of the closing date.

COMPETITION NUMBER 2023-4151

CLOSING DATE August 27, 2023 at 1159 PM MDT