Advancement Assistant

COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

A Brief Overview

Reporting to the Associate Director, Advancement Operations, this position provides administrative expertise and frontline customer service for the Office of Advancement and supports long-term relationship building with our alumni, volunteers, donors and university partners. The incumbent supports the overall goals of Advancement through assisting with event planning, gift acceptance, accurate data management and liaising with internal and external audiences. This position requires a customer-focused individual, with sound judgment and good people skills, who enjoy working with people, and thrives on a wide variety of detail-oriented administrative work requiring a high level of attention to detail. They must be an excellent communicator who is at home in high-pressure, fast-paced environments, capable of providing professional, courteous and friendly service.

This position provides administrative and customer service support to The Office of Advancement. This position supports long-term relationships by maintaining alumni data, planning events, arranging travel and accommodation, preparing reports and reconciling data, and facilitating communications between alumni, faculty, team members and volunteers. This position organizes events, manages logistics, and monitors spending and budgets. This position provides oversight to the work study program including posting opportunities, reviewing resumes, participating in interviews, scheduling and delivering training, and work quality.

Job Description

What you will do

• Acts as the first point of contact for the department by providing internal and external customer service.
• Coordinates and organizes logistics for a variety of alumni events, locally, nationally and internationally.
• Prepares event budgets, monitors spending, and coordinates timelines.
• Organizes accounts payable and travel reimbursements.
• Administers programs on behalf of the Office of Advancement.
• Oversees the recruitment, onboarding, scheduling and work quality of work study students.
• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience in client and/or customer experience functions considered an asset.
• Experience working with diverse populations/equity deserving groups considered an asset.
• Experience working at a post-secondary education institution considered an asset.
• Experience with software and web technologies considered an asset (e.g., ServiceNow, Customer Relationship Management (CRM), other software packaging, etc.).

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].