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Logo - Alberta University of the Arts

Advancement Administrative Assistant

Do you believe in the power of ideas, possibility, and in building community?

Alberta University of the Arts (AUArts) is looking for an energetic and organized advancement administrative assistant.

This is temporary full-time position to start as soon as possible with a term of up to 24 months. Hours of work are 35 hours per week.

Why AUArts?

Alberta University of the Arts rests on the traditional Treaty 7 Territories of the Blackfoot people and in the spirit of our collective effort to promote reconciliation, we acknowledge the traditional territories and oral practices of the Blackfoot Confederacy, which includes Siksika, Piikani and Kainai, the Tsuut’ina, the Stoney Nakoda First Nations (Bearspaw, Chiniki and Wesley), Metis Nation Region III, and all those who make their homes in the Treaty 7 Region of Southern Alberta.

AUArts is a community of thinkers, shapers, makers and risk takers. We are students, faculty, staff and alumni rich in diversity of culture and thought, challenged to fearlessly explore what moves us, drives us, and implores us to see the world differently.

The Alberta University of the Arts offers its 1,100 students studio-based programming that leads to a bachelor of fine arts in one of nine disciplines, a bachelor of design in one of two, and an MFA in craft media. It has deep roots in Calgary’s creative community and will soon be celebrating its centennial.

The Opportunity

Reporting to the vice president, advancement, the advancement administrative assistant provides a full-range of professional and administrative support for the advancement team and portfolio, which includes communication and marketing, fundraising and donor support, events and alumni, community and government relations. This role assists these functions at the direction of the vice president, primarily through various administrative duties such as project support, research, meeting and calendar management, data entry and document management.

Key Responsibilities:

  • Advancement services administrative support.
  • Assists with departmental budgeting and financial coordination including contracts, invoice coding, budget tracking and forecasting, and purchasing card reconciliation.
  • Assists with regular upkeep of Advancement office ensuring stationery and supplies are stocked and office space is well organized, including records management and filing.
  • Assists with communications and marketing projects, including benchmarking and research, promotional collateral stock control, and assisting in partnership coordination.
  • Provides administrative support for donor and fundraising activities, including assisting with donor research and meetings, donation processing, and coordination of fundraising support materials.
  • Assists with research, maintenance and collection of alumni and donor contact information, including database maintenance and upkeep.
  • Provides front line service to staff and visitors of the advancement office, including in-person, phone and email inquiries as needed.
  • Vice president, Advancement administrative support.
  • Coordinates flow of information within the office of the VP, including receiving and distributing correspondence, and directing and answering queries.
  • Assists with calendar management, including scheduling and coordination of meetings and meeting requests.
  • Provides administrative support for various meetings hosted or attended by the vice president, including development of meeting materials, agendas, minutes and any action items for follow-up.
  • Assists with drafting and/or formatting information for internal and external communication, including emails, memos, presentations, and reports.
  • Assists with various projects, including project tracking and research.

Event Coordination & Support:

  • Assists with planning, execution, and promotion of various institutional events, including convocation, AUArts centennial celebrations, fundraising events, internal gatherings, recognition ceremonies, and university town halls.
  • Liaise and collaborates with external vendors and internal university staff, faculty, and students for event coordination and promotion.
  • Assists with event budget tracking.
  • Coordinates campus visits and tours for external stakeholders, including government representatives and other important university visitors.
The Successful Candidate Will Have
  • High school graduation, plus some post secondary training (e.g., business administration, accounting, communication, marketing, events).
  • Minimum one to two years experience in an administrative capacity.
  • Demonstrated experience in experience within the educational or non-profit sector.
  • Demonstrated expertise with Microsoft Office 365 (SharePoint, Teams, Outlook, Word and Excel).
  • Demonstrated experience with fund development software (e.g., Raiser’s Edge Software).
  • Demonstrated ability to work in a confidential and respectful manner.
  • Demonstrated ability to display exceptional attention to detail.
  • Exceptional organizational abilities, including priority setting, time management and project management skill.

Compensation: This is a temporary, full-time opportunity and the salary level is established to be $44,800 to $52,748 CAD per annum, including a competitive benefits package.

How to Apply

Applications must include the following in a single PDF document:

  • Cover letter
  • Curriculum Vitae/resume

Please upload your single document to the Resume section—do not upload any documents to the Cover Letter section. You will be required to create an account in order to submit your application. Please visit our How to Apply page to ensure your application is complete prior to submission.

Review of applications will continue until the position is filled or the search is closed. While we thank all candidates for their interest, only applicants selected for an interview will be contacted.

Further information about AUArts is available on our website at auarts.ca.

AUArts is committed to ensuring the health and safety of all university community members while on campus. For specific information and updates please visit our website.

AUArts is an equal opportunity employer and is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversity of the university. We encourage expressions of interest from all qualified applicants for consideration for this or other suitable vacancies although applications from Canadian citizens and permanent residents will be given priority.

The collection of personal information is for the purpose of determining eligibility and suitability for employment as authorized by the Freedom of Information and Protection of Privacy (FOIP) Act, section 33(c). If you have any questions about the collection of your information, please contact our FOIP coordinator at foip@auarts.ca.

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