Job Description

Department: OVC Advancement
Position covered by the Collective Agreement with USW Local 4120
Temporary full-time from 12/01/2025 to 01/01/2027
Temporary Absence of the Regular Incumbent
If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
General Purpose
Alumni Affairs & Development (AA&D)'s purpose is to maximize philanthropic support for the University of Guelph's mission of creating unique solutions for the challenges facing our world. We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph's work. As a member of this campus-wide team, the OVC Administrative Support epitomizes the department's shared values of respect, empowerment, integrity, appreciation, and forward focus.
The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University's recent fundraising growth so AA&D becomes a team consistently raising $75 M a year by 2030 (a record $55M was raised in FY24/25). By aligning donor passions with the university's ambitious goals, the campaign will boost revenue, elevate the university's global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community. Institutional leaders and volunteers will be highly engaged in advocating for the university's global impact and the vital role of philanthropy in achieving this vision
The Ontario Veterinary College (OVC) Administrative Assistant plays a vital role in supporting the OVC Advancement team in its efforts to build and strengthen OVC's reputation, relationships, and resources. Reporting to the Director of OVC Advancement, this role provides essential administrative support to the OVC Advancement team, including the Director, Fundraisers, Stewardship, Communicators, and Alumni support. The position contributes directly to advancing OVC's Healthy Futures Strategic Plan and plays an active part in supporting the fundraising and alumni engagement initiatives of the team.
The OVC Administrative Support will work collaboratively with both the Alumni Affairs and Development (AA&D) team and the Ontario Veterinary College (OVC) External Relations team, which includes OVC Marketing & Communications and OVC Pet Trust, to support the College's strategic goals and priorities.
Duties and Responsibilities

• Provide comprehensive administrative support to the OVC Advancement team, including scheduling and coordinating team meetings, preparing activity tracking reports, and distributing relevant materials for discussion.
• Act as the first point of contact for OVC faculty, alumni, donors and staff regarding Advancement matters, triaging inquiries and directing them to the appropriate team members.
• The OVC Administrative Assistant will build and maintain strong relationships across the College to help facilitate fundraising and other OVC Advancement activities.
• Assist in producing personalized pledge reminder letters (approximately 15-30 per month) for designated relationship managers.
• Provide additional administrative support as needed, including editing and proofing documents, coordinating travel arrangements for conferences or events, and assisting with department-wide activities such as staff retreats or professional education opportunities.
• Support AA&D-wide events.
• Assist with administrative tasks such as completing expense reports for OVC Advancement staff.

• Assist with the management of approximately 600 prospects, including updating the alumni database, preparing and distributing prospect lists, and generating reports outlining the status of prospect activity.
• Support the OVC Advancement team in strategizing about the cultivation, solicitation, and stewardship of major gift prospects, providing relevant insights for ongoing prospect development.
• Coordinate all logistics for prospect calls and meetings, including setting appointments, arranging travel (both national and international), and organizing campus tours and hospitality for meetings.
• Prepare customized packages for senior leadership and volunteers during prospect visits, which may include personalized letters, stewardship reports, background research, and various University and fundraising materials.
• Follow up on actions from prospect meetings, including updating the database, arranging future meetings, and preparing thank-you letters or proposals.

• Assist with donor stewardship, including preparing personalized acknowledgment letters for significant gifts ($1,000 or more) for senior AA&D administration signature.
• Coordinate donor visits, including campus tours or hospital visits, and ensure all logistics are in place for a seamless experience.
• Help organize events that recognize donors or engage alumni, handling tasks such as sending invitations, managing RSVPs, coordinating with on-campus departments, and assisting with hospitality and event logistics.
• Support the digitization of donor files and related documentation, ensuring all information is updated and accessible in the electronic filing system (Image Now).
• Track Gift Agreement signatures and ensure that documents are processed and filed properly, working closely with the finance team to manage incoming gifts.

• Build and maintain relationships with OVC senior leadership and administrative staff, facilitating communication, meeting scheduling, and document approvals, such as securing signatures for donor thank-you letters and gift agreements.

Requirements
The university recognizes that no one individual will have the following skills/experience in equal measure but the qualifications below will be used to assess the suitability of candidates throughout the process.
This position requires strong communication, organizational, and time management skills. The OVC Administrative Assistant must be able to manage multiple tasks efficiently, adapt to changing priorities, and maintain a high level of accuracy and attention to detail.
Candidates should have:

• Completion of a two-year community college program (or equivalent post-secondary education) is required
• Ability to work well with multiple teams
• Minimum one year of experience in administration or customer service
• Knowledge of donor relations and fundraising strategies
• Ability to work independently and manage priorities in a fast-paced environment
• Strong multitasking skills
• Excellent organizational skills and attention to detail
• Interpersonal, written, and verbal communication skills
• Problem-solving and decision-making abilities
• Good judgment, tact, and diplomacy
• Ability to handle confidential information
• Proficient computer skills (spreadsheets, databases, email, PowerPoint, web tools)

Please include a cover letter along with your resume in your application.
Why choose the University of Guelph

• Comprehensive Extended Health Care Benefits: Immediate enrollment in extended health to cover yourself and your family
• Time off: Strong vacation allocation, floater days, and paid time off during the December closure to ensure that you are at your best
• Wellness: In addition to extensive wellness programming, the University offers a yearly flexible spending credit that can be allocated to any of the following: Health Spending, Wellness or Professional Development
• Learning & Development: Learning and development curriculum and other professional growth opportunities
• On-campus Activities: Discounts on food and apparel, fitness programming, access to networking events and team building opportunities
• Improve Life: Work that directly impacts a brighter future by turning knowledge into action
• The university provides a flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus).

Employee Type: Temporary
Position Number: 10920753
Classification: USW, Local 4120 Salary: Band 4
*Tentative evaluation; subject to final review.
At the University of Guelph, fostering a is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.
Posting Date: 10/22/2025
Closing Date: 10/29/2025

Skills Required