Administrative Assistant - Security Services, Office of Vice-President Finance and Administration

MacEwan University; Edmonton; On-site; CAD 22,000 - 33,000; Full time

Job summary

A leading educational institution in Edmonton seeks an experienced Administrative Assistant for their Security Services department. This full-time role involves providing administrative support, coordinating events, managing records, and ensuring compliance with policies. Ideal candidates will have a background in administrative roles, excellent organizational skills, and proficiency in Microsoft Office. Competitive salary and benefits included.

Benefits

Generous vacation time

Secure pension plan

Flexible benefits package

Continuous learning culture

Opportunities for career growth

Qualifications

• Minimum of 3 years of well-rounded administrative support experience.
• Experience in meeting coordination, financial coordination, records management.
• Experience in a post-secondary environment and/or security office is an asset.

Responsibilities

• Provide administrative and operational assistance to the Security department.
• Coordinate meetings and events, prepare HR documents, manage departmental finances.
• Act as department Records Coordinator maintaining compliance with records policies.

Skills

Time management

Organizational skills

Attention to detail

Communication skills

Problem-solving skills

Education

Post-secondary diploma in Office Administration

Tools

Microsoft Office Suite

Adobe Acrobat Pro

SharePoint

Job description

Administrative Assistant - Security Services, Office of Vice-President Finance and Administration

Join to apply for the Administrative Assistant - Security Services, Office of Vice-President Finance and Administration role at MacEwan University

Administrative Assistant - Security Services, Office of Vice-President Finance and Administration

3 days ago Be among the first 25 applicants

Join to apply for the Administrative Assistant - Security Services, Office of Vice-President Finance and Administration role at MacEwan University

Competition Number : 25.08.218

Category : Full-Time Continuing (35 hours per week)

Salary : MSA Band C (Steps 1-8) : $22.189 - $32.280 per hour. $40,400 - $58,749 per annum (Based on 35 hours per week)

Closing Date : August 24, 2025

MacEwan University is seeking an Administrative Assistant for a full-time continuing opportunity with our Security Services department.

Reporting to the Operations Coordinator, you will support the Security department by providing administrative and operational assistance while maintaining the confidentiality of privileged and sensitive information. Your responsibilities will include coordinating meetings and events, maintaining efficient administrative processes, assisting with HR-related document preparation, managing departmental assets and inventory, overseeing records management, and processing departmental finances.

Key responsibilities include :

Administrative Support

• Responding to inquiries (phone, email, in-person) and redirecting as needed;
• Formatting, proofreading, and drafting routine documents (e.g., memos, letters, posters);
• Coordinating meetings and training sessions : schedules, prepares materials, drafts agendas, records minutes;
• Assisting with event logistics and collaborating with internal departments (e.g., Conference Services);
• Arranging travel, training, and professional development;
• Ordering and maintaining office supplies, uniforms, and equipment; and
• Compiling data for reports and presentations

Operational Support

Preparing HR-related documents

Coordinating recruitment logistics : interview scheduling, candidate communication, onboarding / offboarding;

Managing workspace assignments, IT setup, and access (phones, key cards, computers);

Maintaining departmental website and intranet content in collaboration with Web Services;

Overseeing asset and inventory management, including repairs and audits; and

Sending campus-wide communications regarding holiday building hours.

Records Management

Acting as department Records Coordinator and key contact for information management;

Maintaining compliance with records retention policies and related legislation;

Managing paper and electronic filing systems; and

Tracking training and licensing documentation for Security / Peace Officers.

Skills

You will have :

Demonstrated excellence in time management and organizational skills;

The proven ability to take initiative, work independently, and manage multiple projects or priorities with minimal supervision;

Strong attention to detail with advanced proofreading and editing capabilities;

Experience and an aptitude for preparing professional reports, correspondence, and documentation;

Effective problem-solving skills with a high level of accuracy and precision;

Exceptional verbal, written, and interpersonal communication skills;

The reliability to handle confidential information with sound judgment and discretion; and

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams), Adobe Acrobat Pro, and SharePoint.

Qualifications

A minimum of 3 years of well-rounded administrative support experience, including meeting coordination, financial coordination, records management and communications support.

A minimum of a post-secondary diploma in Office Administration or related field.

Experience working in a post-secondary environment and / or a security office would be an asset.

An equivalent combination of education and experience may be considered.

Benefits

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes :

Competitive base pay

Generous vacation time

Secure pension plan

Flexible benefits package

Continuous learning culture

Opportunities for career growth

How To Apply

To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now. If you require assistance, please contact us at [e-mail].

If you are experiencing technical difficulties when submitting your application, please try submitting through a different browser (i.e., Safari, Firefox, Chrome, etc.). If the issue persists, please send a screenshot of the error message to [e-mail] so we can assist and ensure your application is received.

This position is included under the MacEwan Staff Association Collective Agreement. Please note, initial salary placement for external candidates is limited to the first five steps of the salary grid.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Industries

Higher Education

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