Administrative Assistant, Major Gifts

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

Please note that overtime work is required and is often scheduled with little lead time. Attendance at University Advancement events, which are often held in the evenings, is required.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J1123-0082

Job Title:  Administrative Assistant, Major Gifts

Job Type:  Replacement

Department:  University Advancement

Job Category:  Fundraising

Number of Positions:  1

Date Posted (dd/mm/yyyy):  14/11/2023

Closing Date (dd/mm/yyyy):  08/01/2024

Salary (with Salary Rate):  53,769.00 - 58,682.00/Year

Assignment Duration From:  07/11/2023

Assignment Duration To:  05/07/2024

Employee Group:  CUPE 2424

Salary Level:  6PE

Hours Per Week:  35

Date Position Available:  07/11/2023

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Reporting to the Director, Major Gifts the incumbent provides administrative and clerical support for the Director, Major Gifts and the Major Gifts fundraising team.

The duties include, but are not limited to, coordinating the daily schedule, arranging meetings, travel, preparing correspondence, preparing materials for meetings on behalf of the Director, Major Gifts; scanning and filing donor, prospect and faculty communications, prospect management record keeping, providing reports etc.

Additionally the incumbent would perform general office administration and support for the Major Gifts Fundraising team including updating prospect management records, completing online forms, monitoring deadlines, arranging travel and coordinating professional development.

The incumbent will provide back-up for the Receptionist as well as the Advancement Coordinator during their absences. The incumbent will, from time to time, be involved with special department wide initiatives.

The incumbent must possess the following qualifications:
• Strong organizational, multi-tasking and administrative skills, in order to stay on top of demands and constant changing priorities and deadlines.
• The incumbent must be able to initiate action with a minimal degree of supervision and follow through with major gift fundraisers per the requests of the Director, Major Gifts.
• Good writing skills are required, as the incumbent prepares routine correspondence on behalf of the Director, Major Gifts.
• Excellent interpersonal and communication skills, ability to deal directly with board members, major donors, prospects, volunteers and senior management offices.
• Attention to detail and ability to multitask is important. The ideal incumbent must work well under pressure.
• Solid knowledge of the Microsoft suite including Excel, Word, SharePoint & Outlook.

The above is normally acquired through the completion of:
• Minimum of two years of post-secondary education
• Minimum four years of administrative experience within a fundraising environment.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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