Job Listings

Sheridan Institute of Technology and Advanced Learning

Administrative Assistant - Advancement

Posted date: May 7, 2008
Closing date: May 14, 2008

Reporting to the Executive Director of Advancement, the incumbent provides a variety of administrative support by assisting in the continuing development of the Advancement department, which includes support to ongoing campaign initiatives and annual/alumni programs. The incumbent is responsible for communications/public relations functions for the Executive Director of Advancement while maintaining absolute confidentiality and discretion. Monitors the departmental budget, maintains control of budget including approval of expenditures for the department within prescribed limits. Develops, establishes and maintains information tracking systems, plus manual and electronic calendars and filing systems. The incumbent will co-ordinate meetings and special events and provide expertise and advice to staff responsible for coordinating special projects and events within the department. The incumbent coordinates appropriate departmental representation on behalf of the Executive Director in his/her absence.

Specific duties include:

• Scheduling the Executive Director’s internal and external activities, appointments and meetings, and all necessary arrangements and travel plans;
• Responding to inquiries on Institute related issues from support staff, administration, and government representatives and external stakeholders;
• Preparing presentations and reports related to departmental budgets, strategic planning, and advancement activities;
• Monitoring and flagging abnormalities within the department budget; initiating budget changes/reallocations, highlighting areas of concern and providing ongoing assessment;
• Liaising with Campaign Cabinet, Board of Governors (as requested), volunteers, department managers, internal/external stakeholders, external executives of organizations and committees, government representatives, support staff and administrative employees throughout the Institute;
• Providing strong administrative support, and preparing a variety of correspondence including: creating tables, reports, statistical charts, PowerPoint presentations, workshop materials, promotional materials and submissions;
• Offering insight to performance evaluations, monitoring vacation, sick and special days off for staff;
• Assessing staff requirements and is responsible for assisting with ensuring high level staff performance by providing leadership, recommending training and development needs.

Qualifications

The successful candidate will possess a two year diploma in Office Administration, and/or a Business related field, preferably Marketing, Legal secretarial, Marketing Communications, Public Relations, or Sales and Marketing, and have at least five years of practical work experience. Demonstrated client service focus, excellent customer service skills as well as demonstrated Sales, Public Relations, Marketing and/or Marketing Communications abilities are also required. Proficiency in Microsoft Word, PowerPoint and Excel, e-mail, Internet, PeopleSoft, web editing software, databases, and graphic applications is required. Intermediate knowledge of Web page design and HTML is an asset.

The ideal candidate will have effective public relations skills while exercising discretion, tact and diplomacy and have demonstrated ability to manage staff and human resource issues. In addition, the candidate will have excellent communication and interpersonal skills including judgment; the ability to interact at a highly professional and sophisticated level with a very broad range of contacts and effective problem solving/conflict resolution and mediation skills to deal effectively with Industry Presidents, the Board of Governors, and Campaign Cabinets, volunteers, external stakeholders, students and staff. An in-depth working knowledge of the internal structure of Sheridan is an asset. An understanding of the Alumni/Development Database would be considered an asset. The incumbent will also be effective in setting priorities, handling a variety of tasks for multiple managers simultaneously, exercising sound judgment, flexibility and resourcefulness.

To apply online: Visit: http://humanresources.sheridaninstitute.ca

Sheridan welcomes diversity in the workplace and encourages applications from all qualified individuals, including visible minorities, Aboriginal People, and persons with disabilities.