Job Description

Regular/Temporary

Regular

Job Title

Advancement Assistant (Alumni Engagement and University Advancement)

Job ID

59810

Location

Central Campus

Open Date

07/02/2025

Job Type

Continuing

Close Date

07/15/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

UA Alumni Engagement

Salary Grade/Band

Grade 4

Salary Range

$24.13 - $31.91 (hourly)

Hours per Week

35

Posting Details

Schedule

8:30 am - 4: 30 pm Mon - Fri Hybrid

Education Level

2 year Community College diploma in Office Administration or related field of study.

Career Level

Requires 2 years of relevant experience in a fast paced, semi-structured team environment.

JD0797

Unit/Project Description

McMaster University fuels curiosity, inquiry, and discovery. Every day, we push the boundaries of knowledge through our world-class, interdisciplinary research and our ground-breaking approaches to teaching and learning. Our students, researchers and staff are among the best and brightest.


University Advancement at McMaster University is an integrated department that encompasses the areas of Development, Alumni Engagement, Advancement Communications and Donor Relations, and Advancement Operations & Strategy, working collaboratively with McMaster's Faculties and units across campus.


Our vision is: Together, we enable McMaster to advance human and societal health and well-being.


Our mission is: Inspired by McMaster's tradition of collaboration and innovation, we strengthen relationships, reputation, and resources in pursuit of our goal to be the best.


University Advancement's approach to realizing our mission and vision reflects these core values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork.


As one of Canada's Best Diversity Employers, McMaster is committed to advancing inclusive excellence and employment equity in the workplace. We encourage qualified candidates to apply from equity seeking groups such as women, racialized/visible minorities, Indigenous peoples, persons with a disability, persons who identify in the LGBTQ2S+ community and others who reflect the diversity of Canadian society.

Job Summary

The Advancement Assistant reports into the Director(s) and is responsible for organizing and performing a range of administrative responsibilities within a department of University Advancement in support of its mission to create a dynamic environment for strong public and private support for McMaster University through an innovative and integrated program for the University community, our alumni and the public. The Advancement Assistant will support their department by acting as the primary point person, sourcing and disseminating confidential information to internal and external stakeholders, coordinating and tracking meetings and events, and supporting budget and finance activities. These responsibilities require a thorough understanding of established functions, policies and procedures for McMaster University and University Advancement. This position is responsible for making a positive commitment to University Advancement's vision and mission by way of our values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork. Due to the nature of this position, some evening and weekend work, as well as travel, may be required.

Purpose and Key Functions

Demonstrate strong interpersonal and communication skills, both written and verbal, when acting as the primary point person for the Director and department. Greet visitors, answer and redirect general inquiries in person, by phone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of University Advancement, including established policies and procedures. Utilize discretion and judgment when assisting visitors or answering inquiries, and practice first-call resolution where possible. Exceptional time management, organizational, and project management skills and ability required to oversee the calendars of the Director and department, resolve scheduling conflicts, source and circulate materials, and provide follow-up prompts where necessary. Demonstrate prospecting skills required to set-up meetings with potential donors and supporters. Liaise with internal and external stakeholders, including the offices of the President and Vice-President, University Advancement to arrange visits with alumni, donors, and community supporters. Book travel arrangements for the Director and department staff. Coordinate a variety of other meetings for the department including room bookings, agendas, catering and logistics. Support events involving alumni, students, community members, faculty, staff and University senior administration, from the office and onsite. Monitor and share activity reports for short and long-term projects and ensure reporting protocols remain current. Knowledge of ADVANCE database or other relational databases required to collect and enter contact reports into the database. Ensure integrity of data, task or schedule reminders, and run queries to extract reports. Support the gift documentation process for the department which requires fundraising knowledge including McMaster policies and Revenue Canada guidelines on charitable giving. Monitor budgets and reconcile accounts, participate in budget meetings, and prepare timely reports for budget reviews in adherence to the department's business plan. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders, and journal entries. Apply standard mathematical skills such as calculations, formulas and equations to perform routine calculations. Write a variety of documents such as donor correspondence, procedure manuals, reports, and minutes that may be technical in nature. Conduct database, literature and web searches to source information for a variety of documents, reports and publications. Collect, verify, and input data into a variety of spreadsheets. Provide policy and procedure information to others. Format, word process, edit and proofread a variety of documents and material. Source and purchase office supplies and equipment. Coordinate leasing and maintenance contracts of equipment and provide troubleshooting support. Set up and maintain filing systems, both electronic and hard copy. Classify, sort, and file correspondence, records, and other documents. Update and maintain confidential files and records for department; track vacation and ensure proper entry and exit procedures are followed by department. Handle sensitive material in accordance with established policies. Assemble, copy, collate, and disseminate a variety of documents and materials. Open and distribute incoming mail and faxes and prepare outgoing mail, faxes, and courier shipments.

Supervision

No formal supervision of others is required. Provide orientation and show procedures to others.

Requirements

2-year Community College diploma in Office Administration or related field of study. Requires 2 years of relevant experience in a fast paced, semi-structured team environment.

Additional Information

Anticipated start date is mid August. This role will be located in the Alumni House when onsite.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the "Dish With One Spoon" wampum agreement.


The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.


The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Metis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.


As part of McMaster's commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.


Job applicants requiring accommodation to participate in the hiring process should contact:

Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or Faculty of Health Sciences HR Office at ext. 22207, or School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.