Project Administrator, Divisional Relations

Date Posted: 06/18/2025
Req ID: 43659
Faculty/Division: VP - Division of University Advancement
Department: Divisional Relations
Campus: St. George (Downtown Toronto)
Position Number: 00058036

Description:

About us:

The Division of University Advancement (DUA) promotes and supports the University of Toronto by engaging a worldwide community of donors, alumni, volunteers, students, faculty and staff on U of T’s ambitious fundraising and alumni engagement goals. DUA encompasses a highly skilled team of staff focused in the areas of development, alumni and volunteer engagement, advancement services, and advancement marketing and communications. The uniquely integrated structure of University Advancement encourages each division to bring its particular strengths and expertise to the common cause of advancing U of T’s relations with alumni, donors, and friends. In this ecosystem, there is an emphasis on the collaboration, diplomacy, teamwork and mission focus as the Division of University Advancement supports our Faculties, Campuses and Divisions as a shared service. 

Through our current Defy Gravity campaign, the team supports U of T’s commitment to inclusive excellence – the idea that every member of our community should thrive in an environment of belonging – and helps the University bring together top minds from every conceivable background to create a healthier, more sustainable, and equitable world. In this ecosystem, there is an emphasis on the collaboration, diplomacy, teamwork and mission focus as the Division of University Advancement supports our Faculties, Campuses and Divisions as a shared service.

The Division of University Advancement at the University of Toronto is committed to a transformative agenda deeply rooted in the University’s vision for growth and innovation. We are focused on growing fundraising efforts; doubling the number of newly engaged alumni by 2023; achieving Advancement goals through the foundational integration of Alumni Relations and Development both centrally and through collaborations with divisional colleagues; creating an organization and culture that fosters diversity and inclusiveness.

Your opportunity:

The Project Administrator, Divisional Relations will support the development, implementation and evaluation of projects and programming across the Development Volunteer and Prospect Management portfolios. Reporting to the Director, Development Volunteer Partnerships, this incumbent will assist with key projects and programs that promote the success of fundraising activities across the University. These projects include multi-year volunteer engagement strategies in the Development Volunteer Office and Major Gift Growth & Productivity objectives in the Prospect Management Office. Overall, projects support the ambitious divisional fundraising goals for the Defy Gravity Campaign.

We hire outstanding people from a variety of backgrounds and currently seek a Project Administrator to join our diverse group of talent. The Project Administrator is responsible for supporting various projects and processes improvements, including strong file management practices in support of the Divisional Relations office. The Project Administrator functions as an internal resource by tracking and collecting information on project process, verifying project approvals and coordinating tasks for projects and other strategic initiatives. The incumbent will be the primary point person for assigned projects working with a number of different stakeholders across the institution.

Your responsibilities will include:

• Scheduling day-to-day project activities
• Tracking and collecting information on project progress
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Generating reports
• Scheduling status meetings
• Preparing meeting agendas
• Writing routine documents and correspondence

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five years relevant experience in project administration
• Experience supporting projects in a philanthropic environment
• Experience coordinating meeting schedules, agendas, materials, actions and follow up items
• Experience compiling project information from various sources, compile data, prepare reports for administrative and programmatic activities
• Experience with fundraising database ARBOR or related database
• Excellent written and verbal communication skills
• Strong customer service orientation
• Flexibility and demonstrated initiative to work in a fast-paced, ambiguous and changing environment
• Strong knowledge of Microsoft Office 365, including Word, Excel, Forms, Project, Outlook and PowerPoint
• Strong organizational skills with ability to manage multiple tasks, priorities and conflicting deadlines
• Ability to work with diverse groups, strong interpersonal skills and political acumen, ability to build and maintain strong partnerships with internal and external stakeholders
• Demonstrates a strong commitment to the values of inclusivity, diversity, anti-racism, equity and accessibility

To be successful in this role you will be:

• Adaptable
• Communicator
• Cooperative
• Diligent
• Motivated self-learner
• Multi-tasker

NOTE: This is a 1-year term position. 

Closing Date: 06/26/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term; This is a 1-year term position. 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Fiona Chan

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.