Administrative Assistant

Mount Royal University; Calgary; Hybrid; CAD 45,000 - 59,000; Full time

Job summary

Mount Royal University is seeking an Administrative Assistant to provide comprehensive support to the Chair of the department. The role requires excellent organizational skills and the ability to manage multiple responsibilities in a fast-paced environment. The successful candidate will facilitate communication between faculty, staff, and students while ensuring smooth department operations. This position offers a hybrid work model and is ideal for individuals with strong interpersonal skills and a commitment to fostering an inclusive environment.

Benefits

Paid Vacation

Winter Holiday Closure

Personal Days

Free Membership in Recreation Centre

Health and Dental Benefits

Qualifications

• Strong interpersonal and communication skills.
• Ability to multitask and deal with changing priorities.
• Strong organization skills and ability to work independently.

Responsibilities

• Provide comprehensive administrative support to the Chair.
• Manage calendar and schedule appointments.
• Maintain accurate records of course outlines and confidential employee files.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Multitasking

Team Player

Education

Two Year Diploma from a University

Tools

Intermediate Computer Skills

Job description

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Job Title

Administrative Assistant

Job Type

Permanent

Union

MRSA

Position Classification

SAD05 Administrative Services V

Salary Grade

$45,992.00 - $58,244.00

FT or PT

Full-time

Hybrid Work

This position is eligible

Position End Date (if applicable)

Location

About this Position

About the Faculty of Business, Communication Studies and Aviation

The Faculty of Business, Communication Studies and Aviation at Mount Royal University's mission is to foster a community of leaders and changemakers committed to advancing a sustainable future. Within this academic environment, students explore various programs in business, communications, media and aviation management. Through experiential learning and community engagement, we prepare students for the challenges they will face. With strong connections to Calgary's business community and a dedication to ethical leadership, the Faculty equips students to make a meaningful impact in their careers and society.

Aspiring to provide a diverse and inclusive learning environment, the Faculty challenges students to become community leaders. Using fundamentals of experiential learning and small class sizes, students are provided with opportunities to connect with industry professionals and local communities throughout their degree. We offer a different kind of education to students who want to make a change in our world. The educational experience is very unique, challenging students to put knowledge into practice by engaging in real client projects and directed research. By studying in any of our programs our students will transform their degree into their passion.

The School of Communication Studies consists of four programs: Public Relations, Broadcast Media Studies, Journalism, and Information Design. The Bissett School of Business has seven majors: Accounting, Finance, Supply Chain Management, Marketing, Human Resources, International Business and General Management. The Aviation program has both an Aviation Diploma and Bachelor or Aviation Management. The Faculty of Business, Communication Studies and Aviation is committed to creating and maintaining a diverse and inclusive learning environment that furthers equity, inclusion and social justice.

About the Role

The Administrative Assistant to the Chair provides comprehensive administrative support to the Chair and assists with various tasks related to department operations. The incumbent works with a high degree of independence and requires excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced environment. The incumbent is the communication link between faculty, staff, students and the community. A key focus of the position is coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently.

Responsibilities

Administrative Support to the Chair (50%)

Draft letter and email correspondence.

Manage calendar and schedule appointments.

Manage and coordinate forms related to deferred exam requests, I grade, change of grade requests, Scheduling, etc.

Review projected teaching workload exercises and compile Projected Annual Teaching Load (PATL) forms.

Facilitate Expression of Interest and course allocation processes.

Review and plan schedules for upcoming terms:

Review planning worksheets.

Coordinate faculty schedules and classes offered.

Data entry in Infosilem DCU (Data Collection Utility).

Work with Scheduling, update scheduling changes and resolve scheduling conflicts.

Coordinate changes to the schedule including additions, cancellations.

Collect data through correspondence with department faculty members.

Prepare and generate credit-contracts for part-time faculty, facilitate the contract signing process.

Maintain strict confidentiality and discretion when handling sensitive information.

Department Administration (35%)

Maintain accurate records of course outlines and confidential employee files.

Ensure the proper filing and organization of documents related to department operations.

Assist with department payment requisitions, grid adjustments, JETs, cheque requisitions, budget monitoring.

Maintain records of Chair and peer teaching evaluations, SEI (Student Evaluations of Instruction) and other documents that contribute to the tracking of faculty performance.

Coordinate faculty substitutions and contingency pay if necessary.

Assist with scholarship and awards processes.

Coordinate logistics for department meetings and support events:

Prepare meeting agendas and minutes

Room booking

Organize catering

Administrative support for advisory committee meetings, partnership council meetings and other department committees.

Provide support to department events.

Provide administrative support for employee hiring processes: prepare position posting, draft correspondence, assemble documents, schedule interviews, and arrange hospitality.

Assist with onboarding new faculty members, including account creation, access requests, basic orientation and work with the Research Coordinator for technology needs.

Input and update of credentials, personal information, and confidential records in the Banner system.

Assist faculty with course material adoptions.

Collect data for exam schedules and coordinate deferred exams.

Communication and Other Administrative support (15%)

Serve as the primary point of contact for inquiries from students, faculty, and external parties. Direct communication through the appropriate channels.

Submit Frontline requests, including key and card access requisitions, maintenance requests, and furniture requests.

Submit IT Service Desk requests.

Facilitate room bookings for faculty and student clubs.

Distribute relevant information to faculty members.

Shares reception coverage with other administrative staff during vacation, breaks and other absences

Manage office supplies, including pens, materials, and paper for copying.

Sort and distribute mail.

Manage exam booklets and scantrons.

Submit Chrome River reconciliations, ensure expenses are paid to the proper FOAP.

Assist the Dean’s Office with Faculty-wide tracking, metrics and employee directory.

Other duties as assigned.

Qualifications

Two Year Diploma from a University

Working level knowledge of office processes

Understanding of the overall organization and operation of MRU

Strong interpersonal and communication skills

Ability to communicate with a range of people which will occasionally involve handling difficult or sensitive situations

Ability to multitask and deal with changing priorities and processes

Strong organization skills and ability to work independently

Team player with a professional attitude using tact and diplomacy

Ability to establish collaborative working relationships with the administrative team and other MRU departments

Intermediate computer skills in a variety of programs and a willingness and ability to learn new programs and technologies

Financial knowledge/budgeting would be considered an asset.

Salary: $45,992 -58,244 per annum

Closing Date: Open until suitable candidate is found

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).

We encourage all qualified applicants to apply, however, Canadian citizens, permanent residents and others currently legally authorized to work in Canada will be given priority. Please note only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page.

If you require accommodation to participate in the recruitment process, please notify [e-mail] and we will work together on your accommodation request.

About MRU

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre programs, high-quality teaching and learning experience, robust delivery of liberal education, scholarly teaching, experiential learning and undergraduate research. MRU serves approximately 15,782 students, including 11,752 full-time and 4,030 part-time learners. MRU offers 13 bachelor's degrees encompassing 37 majors across faculties such as Arts, Business, Communications, Health, Community & Education, and Science & Technology. MRU also boasts one of Canada's elite Aviation Accreditation Board International (AABI) accredited programs. With over 74% of its student body drawn from the local area, Mount Royal University primarily serves Calgary and its surrounding region. MRU is a diverse yet close community with over 1,800 employees. Mount Royal provides employees the support they need to lead and advance institutional goals. Learn more about MRU's Academic Plan and Strategic Plan .

What We Offer

Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions. At MRU, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.

Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. MRU offers a competitive total compensation package including learning/training paid by employer, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre. Positions over six months may also be eligible for health and dental benefits, pension, health and personal spending accounts, and disability benefits.

Our campus offers the convenience of a full medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, fitness classes, climbing, aquatics, sports, tournaments and certifications for students, employees and the public.