JOB TITLE: Advancement Assistant & Web Coordinator

JOB TITLE: Advancement Assistant & Web Coordinator


JOB TITLE: Advancement Assistant & Web Coordinator


CLOSING DATE: July 15, 2016

ABOUT ST. MARY’S UNIVERSITY: Located in Calgary and open to all, St. Mary's University is a Catholic, student-focused, liberal arts and sciences university.

Alberta's dynamic, degree-granting post-secondary institution, St. Mary’s provides affordable, accredited and highly valued degrees in the Liberal Arts, Sciences and Education. Through the pursuit of knowledge and service to the community, we prepare our students to become lifelong learners, engaged citizens and compassionate members of society. St. Mary’s will prepare its students to live with integrity, compassion and confidence.

JOB DESCRIPTION: Reporting to the VP Advancement and collaborating with members of the Advancement team. The Advancement Assistant & Web Coordinator will be responsible for supporting the VP Advancement and the Advancement team with administrative tasks, and for the regular maintenance and updating of the University’s website. This role will report directly to the VP Advancement and will mainly support the Advancement department, but will also represent an important point of contact and support for various other university departments.

RESPONSIBILITIES: This position will be divided equally to include Administrative tasks to support the Advancement team and website maintenance and updates. The responsibilities of the Advancement Assistant as they pertain to the VP Advancement include, but are not limited to: budget and expense reconciliation, direct mail initiative support and coordination, creating meeting agendas and taking minutes, coordinating the VP Advancement’s outlook calendar, and organizing meetings with clients and donors. The Advancement Assistant will also be responsible for supporting the Advancement team in an administrative capacity including: Raiser’s Edge updates and maintenance, daily media reviews, event support, meeting coordination including agendas, minutes, and catering, and various other administrative tasks as required. The following is a list of various administrative activities that will be included in this position:

  • Mailing: printing, stamping, and stuffing documents for direct mail initiatives, event invitations, and donor stewardship initiatives.
  • Promotional Materials: building and organizing “At a Glance” folders for prospective students, volunteers, donors, and community members.
  • Event Administration: printing, organizing, and assisting with the creation of nametags, place cards, door prizes/gift bags, registration lists, etc.
  • Data Entry: Under the guidance of the Raiser’s Edge Administrator the volunteer will complete data entry projects, and general database maintenance.
  • Donor Stewardship: Thank you phone calls, thank you card writing/mailing, thank you notes/letter writing/mailing.

In addition to the above described administrative duties this role will be responsible for managing the St. Mary’s University website, including upkeep of the visual appearance of the website, editing of content as required, and the regular updating of information. The successful candidate will respond to “Web Request” forms in a timely and effective manner and will ensure that all departments of the university are well supported in terms of website maintenance and upkeep. In general this will include:

  • Event updates
  • Calendar updates
  • Contact information updates
  • Photo/Banner updates
  • Publication of News Articles and Media Releases
  • Maintenance of online forms

In addition to responding to external web requests the Web Coordinator portion of this position will also be responsible for web design and maintenance as it pertains to the Advancement Department. Including: upkeep of web appearance, editing content with regards to external communications, event promotion and sponsorship updates, creation of recruitment pieces, and will work closely with IT to ensure the interface with the online system and the St. Mary’s website is functioning properly. Some examples of these tasks include:

  • Ensure optimal site structure and search engine optimization, in consultation with IT
  • Design and develop content for supplemental web site and pages to support the University’s initiatives (Events, Programs, Departments)
  • Develop content for recruitment
  • Update contact information and Faculty Profiles
  • Create and maintain online forms and links to downloads

QUALIFICATIONS: This role will require attention to detail, Microsoft Office expertise, and a high level of professionalism. Some database or Raiser’s Edge experience would be considered an asset. The ideal candidate will possess a certificate or undergraduate degree in business or a related field, and will demonstrate strong verbal and written communication skills. The role will also require experience working with web-design and maintenance, a certificate in website design would be considered an asset. The ideal candidate will also possess between 1-3 years of administrative work experience, non-profit experience would also be considered an asset. Finally the ideal candidate will work well within a fast paced, and team oriented environment and will thrive in an atmosphere where situations and priorities change regularly.


St. Mary's University offers a competitive compensation package and comprehensive benefits program. Compensation will be commensurate with qualifications and experience.

Applicants should submit a cover letter and resume, along with salary expectations to

with the Subject Line: “Advancement Assistant”.

St. Mary’s University hires on the basis of merit, is committed to employment equity, and encourages all qualified individuals to apply. We encourage applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities. Canadians and permanent residents of Canada will be given priority. We thank all applicants for their interest, however only those applicants being interviewed will be contacted. No phone calls please.

St. Mary's University • 14500 Bannister Road SE • Calgary, AB • T2X 1Z4 • Fax: 403.254.3774 •