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Canadian Association of University Business Officers (CAUBO): Administrative Assistant

Canadian Association of University Business Officers (CAUBO)

This is a Full-time position in Ottawa, ON posted January 19, 2021.

CAUBO OpportunityFounded in 1937, CAUBO is a non-profit professional organization representing the chief administrative and financial officers at over 100 universities and affiliated colleges in Canada.

CAUBO provides a national perspective on matters related to higher education administration.

It strengthens the capacity of leaders in the sector by connecting them with peers and information, enabling them to pursue opportunities and create solutions for shared issues.

Supported by a vibrant community of volunteers, CAUBO offers a wide array of programs and services, which includes the Faculty Bargaining Services.FBS supports Canadian universities in matters related to academic bargaining and contract administration..Scope and ObjectiveThe Event & Administrative Assistant’s primary role is to provide general administrative support for the Association’s professional development events including the annual conferences, workshops, pre-conference seminars, webinars, online courses and virtual roundtables, under the general direction and supervision of the Event Coordinator (80%).The Events and Administrative Assistant also provides general administrative support to Faculty Bargaining Services (FBS) (20%) including but not limited to the maintenance of FBS’ participants (membership) database.The Associate Director manages the prioritization process of workload between the two areas of support, events and general administration for FBS.Principal event duties include support of the registration process including reporting (except for CAUBO’s annual conference and pre-conference seminars) as well as providing administrative support to speakers, sponsors and participants.

The Event and Administrative Assistant works closely with CAUBO’s Professional Development Coordinator who hands off programming and speaker information once finalized by the content development team.Furthermore, the incumbent is an active member of the operations team who is responsible for communications, event management & logistics and information technology.

This Event & Administrative Assistant is expected to interact with colleagues, members, volunteers and content contributors in a professional and efficient manner.Key ResponsibilitiesEvent/PD Support (estimated at 80%)CAUBO & FBS Annual ConferencesOnce handed off by the PD Coordinator, maintains a detailed conference database, including updates to speaker information and session descriptions and communicates any changes to the operations team (note: initial confirmation emails to speakers are coordinated by and session descriptions secured by the PD Coordinator)With oversight from the Event Coordinator, liaises with confirmed speakers, panelists, facilitators/publicists for the seminars and the annual conference sessions: sends confirmation emails regarding their scheduled time slots, deadlines for deliverables and reminders in a professional and timely manner (templates reviewed by the Project Coordinator, Communications)First point of contact for prospective and confirmed participants (except for CAUBO conference & Pre-conference seminars)Fields all inquiries from instructors/speakers and escalates any follow-up items to the appropriate person (PD Coordinator, FBS Director etc.)Tracks receipt of speakers’ deliverables in the database: technical requirements, bios, session presentations/handouts special requests and shares this information with team members as required for review, edits and approval.

Escalates any bottlenecks to the Event CoordinatorSchedules calls between internal SMEs, volunteers and speakers as requiredOnce reviewed and approved by the SMEs, passes all available presentations to the IT & Database Coordinator topost them on-line/app prior to the conference/seminarSupports the registration platform and process for FBS Annual ConferenceProvides support in the maintenance of the sponsorship databases (as required) including sending out outstanding payment remindersSupports the development of event evaluations in the survey toolProvides on-site support (as required)Workshops (CAUBO & FBS)Maintains the registration database and produces lists of registered delegates upon requestFirst point of contact for prospective and confirmed participantsDevelops and maintains a speaker databaseLiaises with confirmed speakers, panellists, facilitators to obtain all of the required deliverables in a professional and timely manner and tracks this in the databaseDistributes the final agenda to participants once approved by the SMEs (if applicable)Escalates any issues to the Event CoordinatorProvides on-site support for registration (as required)Produces name badges and bindersCoordinates shipment of event materialsSupports the development of event evaluations in the survey toolWebinars & Virtual Roundtables (CAUBO & FBS)Maintains the registration database and produces lists of registered delegates upon requestFirst point of contact for prospective and confirmed participantsSends out instructions to participants to join the webinar and is available for log-in tech support during the webinarAs requested by the PD Coordinator, provides administrative support to the contracted SMEs for example reporting, communications, collecting, formatting all support material.

Once approved by the PD Coordinator, makes materials available to participants in the manner in which the content team decides (e.G.

email, posted on the website etc.)Supports set-up of webinar platform as directed by the PD CoordinatorProvides technical support to participants with log-in issues during the eventAssists in editing recording and coordinating posting to the Knowledge Centre by the IT and Database CoordinatorSupports the development of event evaluations in the survey toolOnline courses (CAUBO)Provides administrative support to the PD Coordinator as follows:Sends calendar invites to all participants and SMEsDistributes course evaluation and implementation planCreates certificates of completion/create individual PDF files and send to participantsOtherPerforms other duties to satisfy or to assist the office in generalGeneral Administration (FBS) (estimated at 20%)As directed by the FBS Business Data & Research Analyst, maintains the FBS participants’ (membership) database and assumes responsibility for implementing the ongoing changes/updates to the FBS membership directoryProvides general administrative support to the FBS Director and Field Representatives as required.Qualifications, skills and competenciesFluently bilingual (English and French)High proficiency in MS Office Suite (Word, Excel and PowerPoint)High proficiency in database managementExperience with online meeting and webinar tools would be an asset (GoToMeeting / GoToWebinar) Ability to work independentlyAbility to multi-taskWell-developed service orientationStrong attention to detail ExperienceExperience working in a not-for-profit environment considered an assetCAUBO offers a comprehensive fringe benefit package.The salary range for this position is $44,974 $52,774.