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Administrative Assistant, Alumni Relations & Annual Giving

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Company Name Queens University
Location Kingston, ON
Date Posted January 14, 2020
Job Type Contract Full Time
Job Apply Please apply online at:


Reporting to the Associate Vice-Principal (Alumni Relations & Annual Giving), the Administrative Assistant is responsible for providing an advanced level of organizational, administrative and financial support responsibilities, and for coordinating the day-to-day administrative services for the AVP (AR & AG). The incumbent has direct responsibility for the handling of highly sensitive and confidential budget and strategic documents and materials.


The incumbent is also required to provide administrative support to the AR & AG Department including correspondence preparation, departmental budgetary tasks and the responsibility for the handling, storage, management and disposal of financial, donor, volunteer and human resource materials such as performance evaluations and confidential employee files.



  • Responds to inquiries and acts as frontline resource and contact person for the AVP (AR & AG) and the Department of AR &AG; screens inquiries and requests; researches and responds within guidelines. Uses sound judgment, redirects tasks not requiring senior management involvement and proactively researches and compiles facts for those that do.
  • Handles the AVP correspondence, much of which is of a confidential or highly sensitive nature; initiates and prepares correspondence; ensures the timely flow of correspondence; coordinates departmental meetings; prepares agendas and minutes; coordinates special departmental projects, determines the appropriate handling of enquiries and items of business; maintains an effective bring forward system.
  • Liaises with and supports volunteers who support the priorities of the Department of AR & AG, the Office of Advancement, and Queen’s University.
  • Assists the Manager of Alumni Education and Travel with planning annual traveller appreciation reception events. Supports the production of print and electronic mass communications including invitations, broadcast emails, tour brochures and an annual catalogue. Ensures adherence to the alumni email policy and distributes mass emails using WhatCounts.
  • Produces mail and email lists, and invitations; performs data compilation from Advance; liaises with suppliers, alumni, friends, faculty, and staff; prepares mail merges for invitations; creates name tags, RSVP lists and any other materials required; prepares, vets and distributes surveys; and provides on-site support for events.
  • Maintains the Alumni Education and Travel webpages as appropriate.
  • Maintains confidential files containing sensitive materials related to organizational strategic plans; operational funding initiatives, donor and volunteer sensitive correspondence, and personnel files including hiring materials, employment contracts, and all other employee-specific confidential HR documents.
  • Prepares materials for annual plans and annual performance reviews, documents and tracks vacation/absences. May include transcription of notes recorded for disciplinary measures, and formal documentation records in compliance with HR recommended procedures for performance management of staff.
  • Plans and maintains the AVP’s schedule; arranges and coordinates travel and accommodations; sets-up donor, volunteer, corporate and alumni visits; processes travel expenses for the Department of AR & AG in a timely manner. Coordinates and supports meetings; prepares and circulates notices, agendas, background material; books guests, rooms and equipment.  Attends meetings to record minutes, transcribes and circulates.
  • Promptly and accurately enters updates for alumni and donor records on Advance including recording entity notes, interest/activity codes
  • Supports budgeting activities for the Department of AR & AG. Administers departmental accounts; co-ordinates financial processes; reconciles invoices and Visa statements; processes financial transactions and maintains accurate records; processes and reviews travel reimbursements; prepares cheques requisitions; monitors and reconciles accounts on a monthly basis.
  • Supports alumni merchandise sales by processing orders, preparing items for shipment, and providing exemplary customer service when responding to inquiries.
  • Undertakes other coordination and administrative duties as delegated in support of the department.



  • Minimum three year post-secondary program, preferably in Business Administration (or equivalent).
  • Several years of demonstrated successful experience in an administrative support role, preferably at a university or institutionally relevant setting, working in a multi-tasking and fast paced environment with competing priorities, requiring quick and appropriate decision-making skills.
  • Familiarity with a broad range of university policies and procedures; sound knowledge of the university’s administrative, financial, academic and governing structure.
  • Ability to delegate work to management or volunteers.
  • Advanced knowledge of operating systems including Windows, Microsoft, PeopleSoft, Advance, Expense Reimbursement System (ERS), What Counts, Qualtrics Survey, and Internet tools for data and statistical analysis. An aptitude to learn new software applications is an asset.
  • Experience in budget preparation, monitoring, and financial reporting considered an asset.
  • Consideration will be given to an equivalent combination of education and experience.



  • Strong customer focus and stewardship mind-set, with the ability to meet the needs of a broad range of internal and external audiences by working cooperatively to achieve shared goals and objectives.
  • Superior communication and presentation skills to gather information and deliver key messages accurately and with empathy to alumni, students, parents, faculty, staff, donors, volunteers and third party service providers. Excellent writing skills to draft and edit correspondence and reports.
  • Superior written/oral/interpersonal skills to work well in a complex, decentralized environment.
  • Results oriented and highly goal oriented while working in a demanding work environment with multiple sources of work assignments, requiring meeting deadlines, maintaining accuracy and superior attention to detail, quality/efficiency and ability to meet or exceed standards.
  • Diplomacy, tact and good judgment in dealing with diverse groups of people: university employees, alumni, students, donors, volunteers, and third party service providers. Ability to effectively communicate with all levels of individuals internal and external to the university who interact with the Office of Advancement.
  • Strong analytical and and problem-solving skills to review data, determine reporting, and help resolve administrative problems in order to maximize efficiency. Research skills considered an asset.
  • Excellent time management and highly effective organizational/administrative skills to deal with a consistently high volume of work and juggle conflicting priorities flawlessly, ensuring deadlines are met. Ability to work under pressure, solve problems, set timelines and prioritize effectively required.
  • Ability to work independently as well as part of a team.
  • Strict attention to detail and accuracy with an appreciation for the implications of errors for the University and the Office of Advancement with respect to reputation and relationship building; is thorough when performing tasks and conscientious about attending to details, ensuring quality of products and services.
  • Flexible, takes initiative and uses resourcefulness to work independently.
  • Ability to maintain confidentiality; as much of the work and records are confidential, discretion is required.
  • Proficiency in bookkeeping and accounting practices, including the ability to perform advanced financial duties.



  • Selects best means to find needed information; determines when and to whom to delegate enquiries.
  • Judgment in prioritizing the AVP’s schedule and workload; recognizes when to alert the AVP if deadlines are not being met, and if additional support is necessary.
  • Determines priorities within time constraints of demanding workload to ensure all deadlines and objectives are met. Decides how to best coordinate time and effort between various programs.
  • Anticipates, analyzes and resolves administrative/accounting problems within guidelines, referring only highly unusual problems to the AVP and the Associate Director, Operations & Business Relations.
  • Resolves scheduling conflicts by determining priorities to juggle conflicting appointments and meetings.
  • Decides how to handle with sensitivity and tact a variety of inquiries and requests from alumni, students, volunteers, faculty and staff; decides where to refer callers to ensure the inquiry is handled promptly and determines when necessary to refer problems or questions to more senior staff. Determines when to seek support from resources as required. Provides follow-up as necessary, ensuring matters are handled to successful conclusion.
  • Determines meeting logistics and decides how to rearrange schedules based on competing demands and availability.
  • Determines appropriate methods to use in the evaluation of data and/or compilation of reports and dissemination of information as required.
  • Determines optimum processes, systems, and task management procedures needed to support the Department’s administrative and customer service needs. Recommends efficient administrative procedures, determining process and activities that enhance the department’s function within the university; seeks approval and implement changes.

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