Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title Development Assistant

Department Operations | Development Alumni and Engagement | UBC Sauder School of Business

Compensation Range $4,137.00 - $4,456.00 CAD Monthly

Posting End Date March 7, 2023

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

Job End Date

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 Summary

UBC Sauder School of Business is one of the world\xe2\x80\x99s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Development Assistant provides confidential and complex administrative support to the UBC Sauder School of Business Development and Alumni Engagement Office. The incumbent works on specific development related tasks in support of the University\xe2\x80\x99s 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\xe2\x80\x99s central Development Office and alumni UBC. Additionally, the incumbent maintains the Assistant Dean\xe2\x80\x99s schedule and arranges meetings with donors and alumni, Faculty Advisory Board volunteers, UBC Sauder Dean, faculty and employees. The incumbent is also responsible for organizing the provision of services, planning meetings and events, and preparing donation and finance paperwork.

Organizational Status
Reports to the Administrative Manager. Liaises with the Dean\xe2\x80\x99s Office and other UBC Sauder units, as well as faculty and employees involved in fundraising. Contacts donors, outside community groups and organizations.

Work Performed

Coordinates administrative work procedures and processes. Screens and prioritizes internal and external phone calls, emails and in-person enquiries. Resolves complex administrative issues as they arise, escalating when required.

Generates reports (e.g., 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 quality and timeliness of donor and alumni information on LINKS and generates reports to create various invitation and mailing lists. Records interactions and enters alumni points as required.

Provides confidential executive support for the Assistant Dean, oversees the coordination of a demanding Assistant Dean\xe2\x80\x99s schedule, and maintains all aspects of the Dean\xe2\x80\x99s complex online calendar and appointments.

Coordinates the Assistant Dean\xe2\x80\x99s domestic and international travel arrangements including itineraries, accommodations, flights, visas, car rentals, agendas, meetings, etc.

Prepares and submits Assistant Dean\xe2\x80\x99s travel and expenses reimbursements in Workday, reconciles UBC Visa card.

Arranges internal meetings (working with the Dean\xe2\x80\x99s Office, departments and other unit schedules).

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 UBC Sauder in particular.

Provides support for donor and alumni events. This may involve securing venue and catering, preparing guest lists and invitations, tracking RSVPs, working at the event, and/or liaising with other Development Office Units and UBC Ceremonies to coordinate.

Performs complex financial duties such as donations processing by preparing remittances for tax receipts, 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 and submits expense reports in Workday to reimburse employee expenses and compensate vendors for unit costs.

Liaises with internal and external departments.

Assists development and alumni relations employees as requested, with special projects and events.

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 Administrative Manager and works independently under broad direction and guidance from the manager. Work 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
Formally trains new employees on work procedures, and/or oversees work of students and temporary employees.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Excellent verbal and written communication skills.

Effective interpersonal and organizational skills.

Ability to prioritize work, multi-task, problem-solve and meet deadlines.

Ability to demonstrate initiative and act independently using good judgment in dealing with faculty, staff and donors.

Ability to work without constant and ongoing direction.

Ability to maintain accuracy and attention to detail.

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 work both independently and within a team environment.

Ability to effectively handle a consistently high volume of work.

Experience working with donors and experience in marketing and event planning is 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 skills. Experience with databases is an asset.

Knowledge of UBC policies and procedures is preferred.

University of British Columbia