Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.
Advancement (Mark Savenkoff)
Sc heduled Weekly Hours:
Anticipated Start Date:
February 14, 2020
Length of Contract:
This job posting is now accepting applications from all qualified individuals.
Posting Closing Date:
February 8, 2020
Please note: jobs are posted until 12:01 am on the job closing date.
The position is responsible for the oversight and coordination of administrative support and services to the Vice President, Advancement. Additionally, the incumbent is responsible for providing coordination between the Vice President and the Algonquin College leadership team and committees. The incumbent serves as a key liaison with key alumni, donors, partners, and other key College stakeholders. The incumbent is accountable for the day to day management of the Advancement office by organizing office operations and procedures, writing correspondence, designing and maintaining Advancement filing systems, and providing logistical support for the Senior Advancement Team. As the first point of contact for Advancement, the incumbent is responsible for answering or directing inquires in person, by email or phone from students, alumni, staff, donors and the community.
The incumbent has familiarity with the departmental areas of the College that fall within the Vice President scope and is able to dialogue effectively, using tact and discretion when liaising with personnel at all levels. The incumbent is required to use tact and discretion when liaising with a wide variety of clients and staff at various levels, including but not exclusively to community stakeholders, alumni, donors, and industry partners.
Duties and Responsibilities:
Effective functioning of the Office of the Vice President Advancement.
Manages all information coming in and going out of the office of the VP; organizes and expedites the flow of work. Coordinates and maintains a correspondence system for all incoming and outgoing mail.
Tracks and ensures that all correspondence is assigned to proper staff for appropriate response by the required deadlines. Follows up on matters requiring action.
Establishes and maintains filing systems related to office activities and correspondence. Ensures that all documentation emanating from the office is accurate and of the highest standard.
Coordinates administrative Human Resources tasks and serves as a liaison with HR Services in matters concerning position advertising, appointments of staff, leave reports, and the coordinating the review of performance contracts.
Chief contact in the Office of the Vice President Advancement for external constituents.
Fully informed of College Policies and procedures and be knowledgeable of the mandate and activity of alumni and donors in order to address the issues brought to the Vice President’s office.
Acts as a point of contact for alumni, donors, community leaders, external stakeholders, prospects and corporate partners, and resolves issues raised to the extent possible, or refers the person to appropriate College staff for action.
Responds to inquiries, identifies contentious issues, traces/investigates information and resolves administrative problems associated with the Vice President’s office.
Protects the integrity of the office in dealing with sensitive and confidential information.
Supports the planning and execution of alumni and donor events, including representing Advancement to the external community.
Communication liaison for the Office of the Vice President Advancement.
Determines which matters to refer to the VP, to the Senior Advancement Team, or to others within the College, and which can be dealt with by the incumbent.
Advises on alternative courses of action to the various issues raised.
Manages schedules and exercises judgement in planning the appointment calendar of the VP.
Prepares responses to correspondence and enquiries for the signature of the VP.
Coordinates the collection of data, including budget, statistical and analytical reports.
Serves as a resource to ensure expense claims adhere to College policy, prepares and monitors purchase requisitions, and supports budget transfers and journal entries.
Generates alumni and donor reports to inform the development of engagement and fundraising strategies.
Maintains record and file management systems to track activities, increase the integrity of the database and ensure consistency.
Scheduling and Coordination.
Coordinates the Vice President and Advancement leadership’s attendance at key College events and at community events.
Coordinate travel arrangement and prepares itineraries.
Coordinates department, advisory committee, and Alumni & Friends Network committee meetings.
Organizes and coordinates visits from other institutions.
Represents the Vice President’s Office in the planning and coordinating of alumni and donor events.
Minimum two (2) year diploma. College Office Administration or Secretarial Arts Program education is considered an asset
Up to five (5) years of related progressive work experience is required at the time of hire
Knowledge of college directives, programs, academic and organizational structures
Extensive working knowledge of personal computer and a wide range of software to produce reports, correspondence and other documentation
Tact, discretion and the ability to use sound judgment when dealing with sensitive and confidential matters
Well developed planning, organizational and time management skills
Ability to deal with difficult people
Knowledge and comprehension of College policies and procedures
Ability to gather information, analyze, evaluate, formulate and recommend appropriate courses of action
Excellent verbal and written communication skills and highly developed minute taking/writing skills.
Strong computer skills; knowledge and experience with Windows, MS Suite (i.e. word processing, spreadsheets, PowerPoint)
Excellent knowledge of email and calendar software, as well as information systems
Ability to solve problems, handle pressure, meet deadlines and to apply guidelines and procedures
Sound knowledge of College programs, academic, administrative and organizational structures, including college decision making process
Ability to represent the Office of the VP Advancement to external stakeholders
Conflict resolution skills are necessary in order to deal with day-to-day problems and/or complaints on behalf of the VP
Excellent skills and knowledge as they relate to database entry and integrity. Knowledge of Raisers Edge is an asset
Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. However internal candidates will receive first consideration based on qualifications. If you are invited for an interview, please notify us of any particular adaptive measures you may require. Workplace accommodations are available. While we thank all those who apply, only those to be interviewed will be contacted.
For a copy of the complete job description please contact Human Resources at firstname.lastname@example.org.