Division Assistant - Advancement and Foundation
Location
Kelowna, BC | Canada
Job description
Position Information
Position Number S00693
Position Title Division Assistant - Advancement and Foundation
Division/Portfolio Advancement and Foundation
Department/Program Advancement
Location Kelowna
Other Flexible Work Options Your Opportunity The Advancement department/Okanagan College Foundation is responsible for fundraising at Okanagan College. We support the transformative power of education by engaging donors and communities to raise money for student awards, capital projects and programs. The Division Assistant is a key position for the department, providing a first impression for guests and callers to the Advancement/Okanagan College Foundation office and is an instrumental member of the team
Under the supervision of the Department Administrator, the Division Assistant provides a wide variety of support including important reception and clerical support to the fast-paced Advancement team. The Division Assistant supports the activities of the Advancement management team including calendar management and document preparation. They support the financial activities of the department including preparing daily currency records. The Division Assistant assists with coordinating meetings and special events such as: student award presentations, donor recognition activities and fundraising events. The Division Assistant researches, traces and tracks donors and prospective donors; assists with preparing data queries and analyzing data; and creates spreadsheets, reports, briefing notes and other related documents. The Division Assistant assists with funding proposals and donor solicitation packages and other related correspondence
Functions and Duties Administrative Support 1. Is the first point of contact for all guests and callers to the Advancement/Okanagan College Foundation office. Ensures parking available for VIPs. Provides reception, administrative and clerical support for the Advancement department and the Okanagan College Foundation
2. Processes all incoming mail for the Advancement/Okanagan College Foundation office, including electronic mail to the Foundation’s email account, distributes or seeks instruction on distribution
3. At the direction of the Department Administrator supports the coordination of the Advancement management team calendars. May respond to requests for meetings with the Advancement management team. Coordinates meeting materials as needed
4. Takes minutes at the Advancement team meetings and the Operations team meetings
5. With direction from the Department Administrator coordinates travel arrangements for the Director, the Advancement management team, and for the Okanagan College Foundation Board
6. Prepares financial forms for the Director and Department Administrator. including expense claims and mileage logs, invoices, payment vouchers, web requisitions, reconciles the Director’s corporate Visa statements
7. Supports the Advancement/Okanagan College Foundation office by ensuring general tidiness of the common spaces, prepares meeting spaces for meetings (including AV), maintains and orders office supplies, maintains and orders event supplies ensures office equipment is maintained and in good working order, submits Facilities and IT work requests as needed
Financial & Data Support 8. Prepares daily financial currency record for the department
9. Is the designated back-up for the Donations & Database Coordinator and as such, assists with preparing Daily Statements of Business, bank deposits, charitable receipts and letters, and applicable data entry into Raiser’s Edge for donations and revenues received from donors and special events
10. Assists in preparing data queries using Raiser’s Edge and merges for mass mailings of reports, solicitations, stewardship, special campaign letters and other correspondence
11. Assists in data retrieval using the Raiser’s Edge database, data analysis, and creation of spreadsheets or documents
Fundraising, Event & Marketing Support 12. In collaboration with key stakeholders, assists with coordinating Advancement and Okanagan College Foundation meetings and special events, including but not limited to: annual awards receptions, ad-hoc award presentations, donor events, engagement events, fundraising events (including third-party fundraising events hosted by external stakeholders) and virtual events by creating event websites (using Trellis or similar platforms), booking facilities, preparing data files, preparing and sending invitations, collecting RSVPs, coordinating catering, AV and room set up, coordinating parking, communicating with venues and other logistical planning as needed
13. Supports donor relations and stewardship activities (such as OCF calling program and birthday greetings) and by updating Raiser’s Edge and related data files. Using a variety of methods, traces and tracks donors of Okanagan College and Okanagan University College in order to update and maintain data records; adheres to privacy legislation policies and practices
14. Prepares correspondence and reports for the Director and Advancement management team. Conducts research, creates briefing notes, and maintains initial and detailed profile information on donor prospects
15. Assists in researching criteria for proposal development and grant applications for corporations, foundations, and government sources
16. Assists with communication initiatives and related correspondence including but not limited to social media posts on Okanagan College Foundation social media channels and coordinating mail-outs, funding proposals and donor solicitation packages
17. Performs other duties as required
Education and Experience Completion of Grade 12 or equivalent and graduation from a one-year post-secondary Office Administration program or equivalent is required. Minimum 2 years related experience is required. Event planning experience is preferred. Experience with Raiser’s Edge database is an asset
Skills and Abilities - High level of professionalism working with colleagues and stakeholders
- Excellent organizational and time management skills
- Proven attention to detail with a high degree of accuracy
- Must be flexible and able to prioritize and manage a high work volume and competing priorities to meet deadlines.
- Able to communicate effectively both verbally and in writing.
- Proficient with Microsoft Word, Excel, Outlook, PowerPoint, and other various computer applications, including experience with databases, social media, and website maintenance.
- Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations/reports.
- Work effectively both independently and as part of a team
Preferred Qualifications Desired Start Date 04/02/2024
Position End Date (if temporary) Schedule Monday – Friday, 8:30 am – 4:30 pm. Some evening and/or weekend work may occasionally be required
Annual Salary/Hourly Rate $47,575 - $54,309
Appointment Type Support - Regular Full-time
Special Instructions to Applicants Working at Okanagan College At Okanagan College, our people are our greatest asset. They are the foundation behind our welcoming, inclusive, and engaging learning and work environment. Our valued employees can expect an attractive compensation package, including a pension, paid vacation, sick leave, health and wellness benefits, funding for professional development, and exclusive merchant discounts. We take pride in acknowledging accomplishments and excellence through our annual Employee Excellence Awards. Our passion for learning is evident through our annual Connections Conference, an event led by our own colleagues. While at the Kelowna campus, our employees can connect with colleagues over coffee at our Cafes or at the Infusion restaurant. Join us and be part of Okanagan College experience, where your career is sure to be fulfilling and enriching. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates
Employee Group Support
Job tags
Salary
$47.58k - $54.31k per year
