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Job Number:  46060
Administrative Assistant, AR & AG
Job Posted: Friday, 6 July 2018
Closing Date: Sunday, 22 July 2018
(in 6 days)
Queen's University
Region: Eastern Ontario Type: Full time
Location: Kingston Salary: (not entered)

Administrative Assistant, Alumni Relations & Annual Giving

Alumni Relations & Annual Giving

 

Are you looking for a new challenge? Join a diverse and motivated team in a key role to inspire alumni, volunteers and donors to stay connected with one of Canada’s top universities.


Reporting to the Associate Vice-Principal (Alumni Relations & Annual Giving), the Administrative Assistant is responsible for providing an advanced level of organizational, administrative and financial support responsibilities, and for coordinating the day-to-day administrative services for the AVP (AR & AG). The incumbent has direct responsibility for the handling of highly sensitive and confidential budget and strategic documents and materials.

The incumbent is also required to provide administrative support to the AR & AG Leadership Team including correspondence preparation, departmental budgetary tasks and the responsibility for the handling, storage, management and disposal of financial, donor, volunteer and human resource materials such as performance evaluations and confidential employee files.

 

As the Administrative Assistant, Alumni Relations & Annual Giving you will:

  • Responds to inquiries and acts as frontline resource and contact person for the AVP (AR & AG) and the Department of AR &AG; screens inquiries and requests; researches and responds within guidelines. Uses sound judgment, redirects tasks not requiring senior management involvement and proactively researches and compiles facts for those that do.
  • Handles the AVP correspondence, much of which is of a confidential or highly sensitive nature; initiates and prepares correspondence; ensures the timely flow of correspondence; coordinates departmental meetings; prepares agendas and minutes; coordinates special departmental projects, determines the appropriate handling of enquiries and items of business; maintains an effective bring forward system.
  • Liaises with and supports volunteers who support the priorities of the Department of AR & AG, the Office of Advancement, and Queen’s University.
  • Maintains confidential files containing sensitive materials related to organizational strategic plans; operational funding initiatives, donor and volunteer sensitive correspondence, and personnel files including hiring materials, employment contracts, and all other employee-specific confidential HR documents.
  • Prepares materials for annual plans and annual performance reviews, documents and tracks vacation/absences. May include transcription of notes recorded for disciplinary measures, and formal documentation records in compliance with HR recommended procedures for performance management of staff.
  • Plans and maintains the AVP’s schedule; arranges and coordinates travel and accommodations; sets-up donor, volunteer, corporate and alumni visits; processes travel expenses for the Department of AR & AG in a timely manner. Coordinates and supports meetings; prepares and circulates notices, agendas, background material; books guests, rooms and equipment.  Attends meetings to record minutes, transcribes and circulates. 
  • Supports budgeting activities for the Department of AR & AG. Administers departmental accounts; co-ordinates financial processes; reconciles invoices and Visa statements; processes financial transactions and maintains accurate records; processes and reviews travel reimbursements; prepares cheques requisitions; monitors and reconciles accounts on a monthly basis.
  • Undertakes other coordination and administrative duties as delegated in support of the department.

The Administrative Assistant, Alumni Relations & Annual Giving also calls for:

  • Minimum three year post-secondary program, with several years of practical experience in an administrative support role.
  • Familiarity with a broad range of university policies and procedures; sound knowledge of the university’s administrative, financial, academic and governing structure.
  • Strong administrative and/or managerial experience working in a multi-tasking role and involving delegating work management or volunteers.
  • Advanced knowledge of operating systems including Windows, Microsoft, PeopleSoft, BSR-Advance, and Internet tools for data and statistical analysis. An aptitude to learn new software applications is an asset.
  • Consideration will be given to an equivalent combination of education and experience.

To apply or for additional details on this continuing appointment, please visit Career Q, on our https://queensu.njoyn.com/cl4/xweb/XWeb.asp?tbtoken=Zl5YQB8XCBoCZgd3Q1EhCCM7BhZEcCBbLiUuQC4kXkggVlgNE2JfWDVuWEsedRN1BQkbUxFaS3cqWA%3D%3D&chk=dFlbQBJe&clid=74827&Page=JobDetails&Jobid=J0618-1214&BRID=85468&lang=1.

Apply by Sunday, July 22, 2018, quoting competition #J0618-1214. The University thanks all who express an interest in this position and advises that only those selected for interviews will be contacted.

 

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous People, persons with disabilities, and LGBTQ persons The University will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation during the interview process, please contact Carla Ferreira Rodrigues, at or 613-533-6771.

 

One of Canada’s leading universities, Queen’s has a long-standing reputation for academic excellence, research and a diverse and vibrant learning environment. With its strong tradition of public service, the University has helped to shape Canadian values and policies, educating notable political and cultural figures.

 

Queen’s University is located in the heart of the community in historic Kingston, midpoint between Montreal and Toronto, and the nation’s capital.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
To apply or for additional details on this continuing appointment, please visit Career Q, on our https://queensu.njoyn.com/cl4/xweb/XWeb.asp?tbtoken=Zl5YQB8XCBoCZgd3Q1EhCCM7BhZEcCBbLiUuQC4kXkggVlgNE2JfWDVuWEsedRN1BQkbUxFaS3cqWA%3D%3D&chk=dFlbQBJe&clid=74827&Page=JobDetails&Jobid=J0618-1214&BRID=85468&lang=1.
Apply by Sunday, July 22, 2018, quoting competition #J0618-1214. The University thanks all who express an interest in this position and advises that only those selected for interviews will be contacted.
Contact Details:
Carla Ferreira Rodrigues
Queen's University
99 University Ave
Kingston, ON, K7L 3N6

Tel: 6135336000
E-mail:
www:   queensu.njoyn.com/cl4/xweb/XWeb.asp?tbtoken=ZVteQhIXCG1za3IHTVdVCCY6d2ZEcFReAUhZJil4E2xfLzca


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