Administrative Assistant, Advancement

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 20,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

Opportunity

MacEwan University is seeking an Administrative Assistant, Advancement for a full-time, 6-month non-recurring term opportunity with our University Relations department.

You will provide comprehensive administrative, financial, and operational support to the Advancement portfolio. In this role, you will coordinate office operations, gift administration, meetings, recruitment activities, departmental projects, and advancement initiatives. You will also provide administrative support for donor stewardship, constituent record management, fundraising reporting, and advancement events while ensuring accuracy, confidentiality, and compliance with University policies and procedures.

Key responsibilities include:

• Serving as the first point of contact for visitors, students, donors, alumni, and internal stakeholders by providing professional, courteous, and confidential customer service or redirecting requests to the appropriate staff member or department;
• Preparing, formatting, proofreading, and editing, correspondence, reports, presentations, proposals, gift agreements, and other documentation for review and approval while ensuring accuracy and adherence to university standards;
• Coordinating calendars, meetings and appointments for leadership and departmental staff;
• Assisting with planning departmental events, recognition activities and meetings, including preparing agendas and minutes, booking rooms and other logistics;
• Coordinating travel arrangements and travel expense documentation;
• Maintaining office supplies, promotional merchandise, equipment and coordinating repairs;
• Processing mail, courier requests, parking pass administration and other departmental memberships and professional association renewals;
• Assisting with SharePoint administration, records organization and document management;
• Processing cheque, cash, e-transfer, wire transfer, and Gift-in-Kind donation documentation in accordance with established procedures;
• Preparing and reconciling purchase requisitions, invoices, P-Card transactions and expense documentation;
• Maintaining and tracking records of stewardship activities, constituent and donor records in Raiser's Edge and updating Raiser's Edge in accordance with established procedures;
• Managing the Advancement shared email inboxes and voicemail, responding to routine inquiries and directing requests to the appropriate staff member;
• Providing administrative support for donor stewardship activities, alumni engagement initiatives, MMB tours, fundraising campaigns, annual giving initiatives and other related activities; and
• Assisting with recruitment activities including posting support, interview scheduling, candidate communications, onboarding and offboarding activities and payroll/human resource documentation.

Skills

You will have:

• Excellent organizational and time management skills with the ability to manage multiple priorities and competing deadlines;
• Strong attention to detail and accuracy in preparing documentation, maintaining records, and processing financial and donor information;
• Excellent written, verbal, and interpersonal communication skills with a strong customer service orientation;
• The ability to establish and maintain effective working relationships with donors, alumni, senior leaders, and internal stakeholders;
• The ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information;
• Strong analytical and problem-solving skills with the ability to identify issues and implement appropriate solutions;
• The ability to work independently and collaboratively within a team environment;
• Proficiency with Microsoft Office applications and the ability to learn and utilize systems such as Raiser's Edge, PeopleSoft, and SharePoint;
• Strong administrative and coordination skills, including meeting and event coordination, records management, recruitment support, and financial administration; and
• The initiative, adaptability, and the ability to respond effectively to changing priorities in a fast-paced environment.

Qualifications

• A minimum of a 2-year post-secondary diploma in business administration, office administration, administrative professional, public administration, or a related field.
• Minimum 3 years of progressively responsible administrative experience supporting senior leaders or complex business operations,
• Experience with financial administration, recruitment coordination, records management, event coordination, and confidential administrative support.
• Experience supporting advancement, alumni relations, donor administration, or a comparable customer relationship management environment would be considered an asset.
• An equivalent combination of education and experience may be considered.

Position Requirements

• This position is on campus only.

Benefits

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:

• Competitive base pay
• Continuous learning culture
• Opportunities for career growth

How to Apply

To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now. If you require assistance, please contact us at careers@macewan.ca.

If you are experiencing technical difficulties when submitting your application, please try submitting through a different browser (i.e., Safari, Firefox, Chrome, etc.). If the issue persists, please send a screenshot of the error message to careers@macewan.ca so we can assist and ensure your application is received.

This position is included under the MacEwan Staff Union Collective Agreement.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

MacEwan University is committed to fostering the principles of equity, diversity, and inclusion within our community, and we are dedicated to removing barriers that have been historically encountered and are currently experienced by some members of our society. We welcome and encourage applications from Indigenous peoples, racialized persons, visible minorities, women, persons with disabilities, sexual and gender minorities, and members of all equity-deserving groups. We believe that the diversity of our students, staff, and faculty serves as a strength of our institution and benefit to society. We are committed to ensuring full and inclusive participation for all in our community.

Accessibility Statement

We strive to provide an inclusive and barrier-free work environment, beginning with the hiring process. If you require accommodation, we want to ensure you have the support you need to showcase your abilities. Please contact humanresources@macewan.ca and we will support you to the best of our ability.