Development Assistant, Faculty of Arts

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Posting End Date

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

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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 Description Summary

This position provides confidential and complex administrative support to the Faculty of Arts Development and Alumni Engagement Office. The incumbent works on specific development related tasks in support of the University s fundraising mandate. The Development Assistant oversees the administration of the office, coordinates work procedures and processes, as well as coordinates the flow of information and activities with the University s central Development Office and alumniUBC. Additionally, the incumbent maintains the Director s schedule and arranges meeting with donors and alumni, Dean s Advisory Board volunteers, the Dean, faculty and staff. The position is also responsible for organizing the provision of services, planning meetings and events, and preparing donation and finance paperwork.

Organizational Status

Reports to the Manager of Development. Liaises with the Dean s Office, Department Heads, Directors and Administrators and other faculty and staff involved in fundraising. Contacts donors, outside community groups and organizations.

Work Performed

- Coordinates administrative work procedures and processes, such as screening, selecting, assembling, referring and/or prioritizing incoming materials and inquiries; resolves complex administrative issues as they arise, escalating when required.

- Generates reports (for example: donor reports, historical donation information, financial reports etc.) by searching for and extracting information from LINKS database and uses information to accurately complete donation remittances, adjust pledge schedules, clean-up designations, etc.

- Ensures and maintains the quality and timeliness of donor and alumni information on LINKS and generates reports to create various invitation and mailing lists as well as entering interactions and alumni points as required.

- Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general, and the Faculty of Arts in particular;

- Provides support for donor and alumni events; this may involve securing venue and catering, preparing information, preparing invitation lists and invitations, tracking RSVPs, working at the event; and/or working with other Development Office Units and UBC Ceremonies to coordinate;

- Performs complex financial duties such as donations processing by preparing remittances for tax receipting, coordinating appropriate documentation and tracking donations;

- Prepares for donor meetings, which includes: compiling materials, providing directions and parking instructions, booking catering, venues and reservations, assisting with preparing briefing notes and minutes;

- Composes confidential donor correspondence;

- Prepares requisitions to reimburse staff expenses and compensate vendors for unit costs;

- Maintains Director s schedule; arranges meetings and travel;

- Arranges internal meetings (working with the Dean s Office, departments and other unit schedules);

- Liaises with internal and external departments;

- Assists development and alumni relations staff as requested by the Manager of Development;

- Maintains contact activity on donor and alumni database;

- Orders and maintains general office supplies;

- Performs other related duties or special projects as required.

Consequence of Error/Judgement

Programs conducted by the Development and Alumni Engagement portfolio on behalf of the University are very public. The financial and moral responsibility to the University and to donors and alumni is significant. The interactions of this position with donors, alumni and others external to the University can have serious implications for the Development and Alumni Engagement portfolio. Poor judgment or failure to act in a professional, tactful manner could have an adverse effect on the work of the Development and Alumni Engagement Office, and could lead to alienation of donors, embarrassment to UBC and its senior administration and/or result in the loss of significant financial support to the University.

Supervision Received

Reports to the Manager of Development and works independently under broad direction and guidance from the manager to achieve objectives. Work is governed generally by broad instructions, objectives and policies, and usually involves frequently changing conditions and priorities. As such, work is reviewed for achievement of objectives, soundness of judgment, attention to detail and quality produced.

Supervision Given

No supervisory responsibilities. May explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation and two year post-secondary diploma.4 years related experience or the equivalent combination of education and experience.

- 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

Preferred Qualifications

Excellent verbal and written communication skills using clear, concise business English.Experience working with donors and experience in marketing and event planning preferred.Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level. Ability to work with confidential and complex data; strong analytical ability.Ability to demonstrate initiative and acts independently using good judgment in dealing with faculty, staff and donors. Ability to work without constant and ongoing direction.Ability to effectively handle a consistently high volume of work.Ability to work both independently and within a team environment.Ability to exercise judgment, tact and discretion when handling sensitive and/or confidential matters. Ability to provide quality services to customers in a courteous, patient manner.Ability to maintain accuracy and attention to detail.Effective interpersonal and organizational skills. Ability to prioritize work, multi-task, problem-solve and meet deadlines.Experience with databases preferred.Knowledge of UBC policies and procedures preferred.