Administrative Assistant, Faculty of Education

Concordia University of Edmonton (CUE) is a community of learning grounded in scholarship and academic freedom, preparing students to be independent thinkers, ethical leaders and citizens for the common good.

CUE campus is situated on the banks of the North Saskatchewan River in Edmonton’s historic Highlands neighborhood. Supporting a student body of over 3,000, we are known for our small class sizes and our excellence in teaching. Our small classes and diverse student population provide an excellent opportunity for engaging with students in a sustained and nurturing way unique within the Canadian university system. CUE is an institution that values research in the sciences, social sciences, humanities and management. Our vision is to become Canada’s pre-eminent small university.

CUE is committed to fostering a diverse, equitable, and inclusive environment for work, study, and living. We actively promote dignity for all, rejecting action and language that are harmful to mutual respect.

Reporting to the Dean of Education, the Administrative Assistant is responsible for providing administrative support to the Dean of Education. They will be the liaison for the Dean of Education Office and will contribute to the operations and enhancement of the Faculty of Education. The successful candidate will have a strong client-focus, will support collaboration, and will be able to work with a wide variety of stakeholders within the CUE community.

Responsibilities

• Serve as a primary point of contact and liaison for the Dean of Education Office including inquiries from students, faculty, internal and external members of the Concordia University of Edmonton community, all while exercising judgement on how best to respond, maintaining a high level of confidentiality, and representing the Dean of Education Office professionally at all times;
• Manage the Dean of Education calendar and office email under the direction of the Dean;
• Schedule and coordinate the Dean of Education appointments and/or travel arrangements, and coordinate and oversee daily office activities;
• Review and reconcile monthly budget items as requested including corporate card reconciliation, expense claims and other financial tracking as required by the Dean;
• Gather, accurately enter, and/or update data to maintain departmental records and databases; establishes and maintains files and records for the office;
• Collect the Faculty of Education final exams ensuring the University records are kept up-to-date and complete;
• Gather, accurately enter, and maintain information in the contract system for instructor and student contracts and Administrative Support Contracts;
• Assist the Dean with matters related to the Education Students’ Society (ESS);
• Assist the Dean with organizing and scheduling the bi-annual meetings of the Bachelor of Education (After Degree) Program Advisory Committee (PAC);
• Serve as secretary to the faculty councils and other related committees for the Dean of Education Office and/or as requested by the Manager, Academic Administration. This includes administrative support such as calendar scheduling, creating meeting agendas, taking and distributing meeting minutes, and following-up on any necessary matters arising from the meetings;
• Coordinate administrative activities associated with academic affairs, such as assisting the Dean in preparing faculty teaching assignments, course schedules, faculty reviews, and other reports as requested;
• Distribute and review the faculty course evaluations as instructed by the Dean;
• Coordinate appointments, group meetings, interviews, and events including making room reservations, preparing the necessary materials and arranging for catering and travel as required;
• Process applications, schedule interviews, submit final reports for the Bachelor of Education After Degree program (2 year program);
• Submission of graduating students to the Teacher Workforce Information System TWINS for Interim Teacher Certification (BEd, MEd, GCEL);
• Assist the Dean of Education with on-going projects to enhance policies, processes and procedures;
• Consistently offer professional, friendly, and engaging client service; and
• Perform miscellaneous job-related duties and provide support as assigned.
  
  

Requirements

• Prior Administrative Assistant required
• A diploma in Administration or related discipline; a Bachelor’s degree would be considered an asset.
• Minimum of five years’ administrative experience; experience in academia is considered an asset.
• Ability to meet strict deadlines while consistently maintaining a high level of professionalism and confidentiality;
• Demonstrated strong attention to detail;
• Student-focused, supports collaboration, and the ability to work with a wide variety of stakeholders within the Concordia University of Edmonton community;
• Ability to communicate clearly in both written and verbal form with a strong attention to detail, grammar, and spelling;
• Data entry and keyboarding skills;
• Knowledge of the functions and structure of an academic environment;
• Ability to be flexible to support the timelines and deliverables of team members; and
• Demonstrated ability to be a team player.
• Satisfactory Criminal Records Check results
  
  

Closing Date: Application review will commence Immediately and will continue until the position is filled.

Please direct all questions and inquiries to Human Resources at Concordia University of Edmonton careers@concordia.ab.ca

Concordia University of Edmonton encourages applications from members of racialized groups, visible minorities, First Nations, Métis, Inuit, and Indigenous persons, persons with disabilities, women, persons of any sexual orientation or gender identity and expression, and others who may support a diversity of perspectives at CUE. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. We thank all applicants for their interest; only those selected for an interview will be contacted.