Job Title

Overview The Dean's Office in the School of Architecture, Planning & Landscape is currently seeking a Full-time Limited Term Administrative Assistant - Associate Director of Development & Associate Dean for approximately 24 months. The position reports to the Manager, Faculty Operations, Administration and Facilities. The primary purpose of this Full-Time Limited Term position is providing the overall administrative infrastructure for Development and Alumni activities as well as providing administrative support to the Associate Dean of the Undergrad program, BDCI. An equally important function of this Limited Term role will be to provide administrative support for the school's accreditation activity that will be taking place over the next 24-month period. High work volumes and pressure levels are components of the job. Flexibility and a willingness to adapt to constant changes in competing deadlines, schedules and working hours are necessary. Early morning, evening and weekend hours are, on occasion, required. Some work may require travel to and from the CBDL (City Building Design Lab) our downtown location, located on the C-Train line. Summary of Key Responsibilities Effectively manage and provide administrative support to the Associate Director of Development & the Associate Dean UG, ensuring that the day-to-day activities within both portfolio's are completed in a timely, accurate and professional manner to support the effectiveness of the office. Acting as an initial point-of-contact and representative of the School of Architecture, Planning and Landscape where applicable. Plan and/or coordinate events with team members and faculty/external contacts. Conducts background research on issues that the Associate Director of Development requires briefing on if appropriate. Document preparation and coordination to prepare the Associate Director of Development & Associate Dean UG, for meetings, committees and other commitments. Ensure accurate and adequate information is taken from staff and all stakeholders to ensure that appropriate information and backup documentation is provided to the Associate Director of Development in proper context and in a timely manner. Demonstrate ability to produce time-sensitive and confidential documents and correspondence within tight deadlines, with little or no supervision. Identify and resolve complex and confidential problems efficiently and independently while interacting professionally and effectively with University Relations, donors, University of Calgary's Central Development Office and other related internal and external stakeholders. Assist with correspondence in support of the Associate Director of Development activities. This may include creating briefing notes for meetings, analyzing research, stewardship and recognition plans for donor prospects, drafting terms of reference or gift agreements, and preparing subsequent updates based on outcome of meetings. Maintain a systematic and integrated donor relations program; tracking and reporting the Associate Director of Development philanthropic gifts from the agreement stage to fruition; managing, tracking and reporting on bring forward systems required to keep donor relations (including philanthropic gifts) vital and on track. Tracking and reporting donor activity and managing donor files, including management and flow of giving information and documentation through the Blackbaud CRM database and SharePoint software programs. Managing the calendar and schedule of the Associate Director of Development & the Associate Dean, UG (if desired) ensuring regular ongoing meetings with team members and external contacts. Attend meetings and record minutes as required. Processing donations and donor designations to support sound financial management of philanthropic gifts. Ensuring accurate updating of Prospect Management module in Blackbaud CRM in a timely manner. Assists with preparation and distribution of electronic and printed publications and notices. Prepares text files using advanced Microsoft Office software skills and graphic files using basic level Adobe Creative Suite skills for the production of publications. Coordinates the distribution of publications and notices to internal departments and external distributors. Prepares mailing lists and statistical reports as required. Track and monitor expenses and internal operating budgets of the Development portfolio. Other duties as assigned. Qualifications / Requirements A minimum of 2-3 years progressive experience in office at a senior level support for strategic initiatives in a post-secondary education or non-profit environment. The incumbent will be a team player and must be well organized. Strong interpersonal skills and ability to work with multiple stakeholders. The individual will be self-directed and proficient in managing multiple projects simultaneously and changing deadlines. This portfolio requires well-developed strategy and coordination skills and the ability to be proactive in situations that require quick and efficient response. The successful candidate will possess maturity, self-confidence and poise to deal appropriately with a wide variety of people and situations from the student level to high-profile community leaders and dignitaries. Ability to work independently with little or no supervision. Superior written and oral communication skills are required, and the candidate must have the ability to prepare reports and summaries, relevant documentation, communications and correspondence with accuracy and thoroughness. Knowledge of University reporting and organizational structures, along with the governance and committee structures, including the decision-making process and areas of jurisdiction within the University is preferred but not mandatory. Proficiency in Microsoft Word and Excel are a must. Working knowledge of Blackbaud CRM is highly desirable. Experience with Marketo and PeopleSoft is an asset. Application Deadline January 28, 2026 We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2. For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. About The University Of Calgary UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca. The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do. The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary. As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding diversity, EDI at UCalgary can be sent to the Office of Institutional Commitments () and requests for accommodations can be sent to People & Culture (). Do you have most but not all the qualifications? Research shows that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada. #J-18808-Ljbffr