Administrative Assistant (Alumni Engagement)

at  Western University

ABOUT US

The University Advancement division plays a leading role in strengthening awareness of and support for the University’s mission and goals by leading alumni relations and fundraising efforts across campus and beyond. All departments within the Division build enduring alumni and public trust through understanding and support for Western University in a coordinated campus-wide effort that results in the engagement and funding needed to make an impact. There are 3 departments within the Division – Departments of Development, Alumni Relations and Advancement Operations.

QUALIFICATIONS

Education:

• Two year Community College Diploma in Office Administration
• Three year Community College Diploma in Business or University Degree is preferred

Experience:

• Three years’ administrative and customer service experience, providing support to a number of people
• Experience in an alumni relations environment is preferred

Knowledge, Skills & Abilities:

• Exceptional organizational skills with an ability to coordinate multiple tasks independently while maintaining accuracy
• Ability to meet deadlines and ensure all details are handled while dealing with multiple interruptions and last minute changes
• Demonstrated understanding and ability to assist, coordinate, and execute event-specific tasks and responsibilities within a team environment
• Ability to take initiative and work collaboratively in a team environment with academic and administrative staff, alumni, students and volunteers
• Excellent verbal and written communication skills and the confidence dealing with all levels of an organization
• Strong customer service skills to handle enquiries and resolve issues in a professional and timely manner
• Ability to establish and build healthy working relations and partnerships with clients, and peers
• Intermediate computer skills in Microsoft Office and database management required
• Expertise with web page development and maintenance, InDesign, Photoshop, Luminate and Adobe products
• Proven ability and natural inclination to interact with people in a professional, respectful and diplomatic manner

The Administrative Assistant will provide administrative and logistical assistance, as well as data support and analysis for engagement strategies and initiatives such as donor events, personal and professional enrichment, affinity programming, and external engagement programs and events, among others. The role will greet and assist customers (visitors, students, faculty, staff, volunteers, and donors) in face-to-face interactions, by telephone, or by digital communications, serving as the first point of contact for the Department of Alumni Relations as well as at any in person events.