University of Waterloo

  • Administrative Assistant

    Requisition ID
    Job Category
    5110 - Advancement-Alumni Relations
    Job Status
    Regular Full-Time
    Hiring Range
    $45,561 - $56,951
  • Overview

    Reporting to the Executive Assistant to the Associate Vice President (AVP), Central Alumni Relations & Development, the Administrative Assistant is responsible for providing overall administrative and operational duties for the Central Alumni Relations and Development team that contribute to team success. The position carries out a wide variety of activities at a high level of performance and ensures that the unit operates in an efficient and professional manner. The primary function is outstanding customer service that fosters and strengthens relationships between alumni, donors, volunteers and the University. 


    On behalf of the Central Alumni Relations & Development leadership team, the incumbent interacts with senior university administrators, deans, faculty members and senior volunteers to arrange meetings; gather information; facilitate visits; prepare materials reports and presentations, etc. This position will also provide administrative support to the Central Alumni Relations & Development senior management team.


    Provides comprehensive administrative support to the Central Alumni Relations and Development team; duties included but are not limited to the following:

    • Provides calendar support to the Central Alumni Relations and Development Senior Management team; helps to manage schedules; invitations, arranging/rearranging all meetings on and offcampus,
      managing the RSVP process, facilitating use of and access to online meeting and conference call software, minutes and agenda creation, menu planning, venue liaison, booking facilities, parking requirements, maintaining contact lists, maintaining systems like SharePoint
    • Representing the team in a professional manner at all times; anticipates requirements and assembles material and briefings for meetings and appointments
    • Taking the initiative to assist with the planning and execution of meetings; facilitates meetings by preparing handouts and reports, assisting with electronic presentation notes, producing meeting
      notes, handling responses and attending to special requests
    • Provides a wide range of administrative support for events and activities to all team members; new staff requirements; shipping of boxes, magazine, and office supplies
    • Researches and prepares letters (including but not limited to condolence and congratulatory letters), agendas and other material to support the team, including mail merges using complex data and
    • Constituent Database: updating and imputing information in a timely manner, ensuring actions are current and accurate
    • Event database: inputting and updating information in a timely manner, back up for event complimentary tickets and registration and/or appeal deployment
    • Interacts with the Office of the President, Provost, VP Advancement and other administrators to relay information, seek advice, and engage parties in meetings 
    • Responds to alumni and donor inquiries and information requests in a timely and professional manner
    • Assists in maintenance of vacation, illness and leave tracking for staff; reconciles vacation allocation from year to year
    • Performs research on the web, from files, and internal databases to garner information pertaining to major individuals, alumni and corporations to assist in the preparation of reports, briefing notes,
      letters, agendas, call packages, training notes, and a variety of other materials; performs initial review of material to analyze, sort, resolve issues, and answer queries
    • Responds to telephone calls, e-mails, unit generic email, handles faxes, photocopying and maintains equipment such as photocopier, printers, toner cartridges, as required
    • Oversees the facilitation of the Alumni Perks Program, including web updates
    • Oversees generic Swag management and ordering
    • Oversees the WatCard program, a vendor program intended to create partnerships with vendors in the community to enhance the services available to students, staff, faculty and alumni
    • Assists with data requests through the online tracking tool for Advancement and IT staff
    • Assists with National Volunteer Week packages, Christmas cards, birthday postcards and other special mailings to honour and thank volunteers and donors
    • Oversees inventory management of nametag and other event supplies

    Financial Responsibility includes but is not limited to:

    • Assists with budget reconciliation for team projects, with signing authority on some project codes
    • Responsible for managing the departmental purchasing card, including reconciliation of accounts, payment of invoices, tracking of purchases and reconciliation of monthly statement
    • Submits non-salary payments for casual staff, as directed
    • Acts as reviewer and/or prepares travel claims submitted by staff
    • Prepares cheque requests, shipping orders, travel and expense claims and other paperwork as required
    • Assists with the processing of refunds for events and frames when required

    Special Projects/Other Duties including but not limited to:

    • Provides excellent customer service with parents, alumni, and students
    • Acts as a backup for reception
    • Manages office supplies for entire Advancement office, keeping the supply room/area neat and organized and properly stocked
    • Provides event support for Central Alumni Relations and Development throughout the year, as needed
    • Manages distribution and assessment of Welcome Back alumni packages
    • Training other colleagues as a back-up for all job duties
    • Writing and maintaining procedures for all job duties
    • Assistance with hiring and training co-op students
    • Assists with frames support including but not limited to: inventory, set-up, sales, and reconciliation
    • Assists with Annual Giving programs, as required
    • Other duties as assigned



    • University undergraduate degree preferred, or equivalent combination of education and/or experience
    • 3+ years of experience in an Administrative role
    • Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately
    • Experience working within a campus environment and specifically within advancement an asset
    • Event coordination experience preferred
    • Experience managing conflicting deadlines, priorities and high pressure situations preferred
    • Writing and/or editing experience an asset
    • Extremely detail oriented with strong keyboarding skills, sound judgment, organization skills, tact, and diplomacy are essential
    • Must have initiative, enthusiasm and be an independent thinker who thrives in a cooperative team environment and the ability to work in an environment that is continually growing and changing
    • Must be comfortable in high profile networking environments, continually developing new relationships
    • Ability to communicate efficiently with internal and external audiences (including via electronic media)
    • Professional, customer service oriented personality
    • Proactive project management skills and ability to complete complex tasks professionally and on time
    • Proficient in MS office (intermediate), internal document sharing software, constituent databases (Raiser’s Edge preferred), relational databases (iModules preferred), and web content management
    • Proficient with conference calling and online meeting software
    • Ability to learn new software quickly
    • May be required to work on evenings and weekends
    • May be required to travel to the GTA area or within a 3 hour driving distance from Waterloo


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