Administrative Assistant, Advancement

Application Restrictions

Open to both Internal and external

Job Type

Support Staff (CUPE)

Posting In effect from

11/12/2023

Closing Application Date

3/1/2024

Closing date for internal CUPE applicants

3/1/2024

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.

Full/Part Time

Full Time

Support Type

Ongoing

Anticipated Start Date

8/1/2024

Position End Date (If Applicable)

The Hours of work are subject to change depending upon departmental requirements

Schedule

The hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pm

Schedule Description

DUTIES

Provides a wide range of administrative, clerical, and financial support services to the Executive Director, Advancement and to others working with Advancement.

MAJOR DUTIES & RESPONSIBILITIES

Provides day-to-day administrative support to the Executive Director and staff by organizing workflow and determining priorities in order to meet the needs and requirements of the department; resolves day-to-day problems; handles confidential and sensitive material.

Schedules tasks, events, deadlines and goals for staff and project stakeholders. Administers and monitors resources related to projects including tracking project budgets in collaboration with Advancement staff and TRU departments; monitors and reports on a weekly/monthly basis.

Acts as liaison between Advancement and Vice-President University Relations, Associate Vice-President Advancement, faculty, staff, external agencies, clients and/or contractors, and community partners.

Performs administrative duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Executive Director, and staff, as required; word processing a variety of correspondence, contracts and agreements.

Schedules appointments and coordinates staff (including schedule management for the Executive Director), interdepartmental and community meetings; locates and assembles material for meetings; arranges physical facilities and equipment for meetings; ordering catering for meetings and maintaining financial records for PCard reconciliation, including preparing monthly statement for submission to Purchasing.

Prepares and circulates agendas and agenda packages for staff/interdepartmental team meetings, committees and task forces, and takes minutes and distributes to relevant parties in a timely manner.

Responsible for training and on-boarding of all new Advancement staff; online resources, People and Culture/Finance Forms, timesheets, reporting, on/off campus contacts.

Responsible for ensuring and coordinating all print, online, internal/external communications, including within the TRU community, and with local, provincial, national and international audiences.

Sets up and maintains a variety of records and files including confidential and/or sensitive material such as personnel matters, contract/grants, programs and projects.

Creates and maintains a database of Advancement's internal and external contracts, partnership agreements and community contacts.

Recommends professional development opportunities for Advancement staff.

Researches, recommends, and assists with reports, statistics, newsletters, spreadsheets for departmental monthly, quarterly and annual publications. Participates in the development of project policies and procedures.

Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities, equipment, and assists in coordinating events and activities, collects fees and prepares honorariums.

Receives, stamps, sorts and distributes mail; maintains office supplies inventory.

Maintains and updates relevant websites and social media.

Assists with various aspects of event coordination for Advancement such as coordinating venues, arranging required signage and engagement activities, preparing and overseeing event budget, preparing and submitting all required financial requisitions, coordinating promotion with MarCom and partner departments and ensuring stakeholders follow up on guest speakers and other VIPS, and distributing invitations.

Coordinates guest speaker requests by receiving and vetting requests and providing clear instructions for the requesting department.

Manages office set up such as IT equipment and accesses for new and relocated employees, submit all work orders for adjustments in the office and ensure all supplies are functional and available for Advancement staff.

REPORTS TO Executive Director, Advancement

QUALIFICATIONS

EDUCATION

Undergraduate degree

EXPERIENCE

Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

Extensive knowledge and understanding of Advancement and fundraising concepts

Demonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partners

Demonstrated ability to use MS Office (Word, Excel, and PowerPoint) applications at an advanced skill level as well as online meeting platforms

Demonstrated ability with web development and content management applications

Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations quickly and appropriately

Ability to take direction and exercise considerable independent action

Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines

Ability to maintain attention to detail in a complex and fast-paced work environment

Ability to operate related equipment such as photocopiers, fax machines, telephones, audio-visual and teleconferencing equipment

WORKING CONDITIONS

Sitting at desk and computer for long periods of time

General office conditions

Ability to lift weights up to 10 kg

Travel may be required

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.

Pay Band

$29.79 - $33.10 ( CUPE Grade 08 (90% - 100%) )

Salary rate

This Position is not subject to a 90% start rate for new Employees.

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> Advancement

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.