Administrative Assistant to the AVP, Student Experience and Development - Student Affairs

MacEwan University; Edmonton; On-site; CAD 47,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support the AVP of Student Experience and Development. This full-time role involves managing schedules, drafting correspondence, and ensuring smooth office operations. You will thrive in a dynamic environment, providing high-level administrative support while maintaining confidentiality and professionalism. Join a vibrant team that values collaboration and offers opportunities for career growth, all while enjoying a competitive salary and generous benefits. If you're ready to make a meaningful impact in higher education, this is the role for you.

Benefits

Generous Vacation Time

Secure Pension Plan

Flexible Benefits Package

Continuous Learning Culture

Opportunities for Career Growth

Qualifications

• Minimum 3 years of administrative experience in a dynamic environment.
• Experience managing schedules and correspondence for senior-level positions.

Responsibilities

• Provide comprehensive administrative support to the AVP, ensuring professionalism.
• Manage the AVP's schedule and act as the first point of contact for inquiries.

Skills

Time Management

Organizational Skills

Problem-Solving

Interpersonal Skills

Communication Skills

Confidentiality

Flexibility

Attention to Detail

Education

Diploma in Office or Business Administration

Tools

Microsoft Suite

Google Applications

PeopleSoft

Job description

Administrative Assistant to the AVP, Student Experience and Development - Student Affairs

Join to apply for the Administrative Assistant to the AVP, Student Experience and Development - Student Affairs role at MacEwan University

Administrative Assistant to the AVP, Student Experience and Development - Student Affairs

Join to apply for the Administrative Assistant to the AVP, Student Experience and Development - Student Affairs role at MacEwan University

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Competition Number: 25.05.126

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

Salary: MSA Band D (Steps 1-8): $26.083 - $37.932 per hour. $47,471 - $69,036 per annum (Based on 35 hours per week).

Closing Date: May 15, 2025

MacEwan University is seeking a service-oriented Administrative Assistant to the AVP, Student Experience and Development (Administrative Support IV) for a full-time continuing opportunity with Student Affairs. Reporting to the Associate Vice President, Student Experience and Development (AVP, SED), you will be responsible for providing high-level, comprehensive administrative support to the AVP, as well as other areas of Student Affairs. You will ensure that communications, interactions and administrative support are delivered with the highest standard of excellence, confidentiality and professionalism.

Key responsibilities include:

• Managing the AVP’s schedule and calendar and provides scheduling assistance to the Associate Deans;
• Acting as a first point of contact for the Office of AVP, Student Experience and Development and provides first-level responses to queries, issues, and concerns, then triaging issues appropriately to ensure timely responses;
• Proactively informing the AVP, Associate Deans or other colleagues of potential actions, issues, and problems while providing suggested responses;
• Supporting special events and guests on campus, which may include organizing and coordinating accommodation, travel, catering, communications, room booking and equipment setup;
• Drafting, editing, researching and formatting meeting agendas, written correspondences and other documents such as professional letters, briefing notes, memos to Provost’s office;
• Attending leadership meetings, recording and distributing meeting minutes;
• In conjunction with the Student Affairs leadership team, developing and maintaining processes to support an effective and efficient office environment;
• Maintaining knowledge of university policies and procedures, governance and administrative structure and ensuring that they are in compliance and complement institutional policies, procedures, guidelines and practices;
• Creating and maintaining organizational practices and procedures for the Office of AVP, Student Experience and Development including the development of guides and business workflow documents;
• Maintaining standards for records management and ensuring that records retention processes are followed;
• Coordinating the submission of information, documentation and HR employee transaction forms, required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees;
• Assisting with employee orientation, training, timekeeping, asset management, office and supply inventory, and mail and courier shipments;
• Liaising with suppliers, departments, and external vendors to procure goods and services and performing reconciliation for P-Card transactions; and
• Performing project administration and implementation support activities for various strategic initiatives or other special projects.
  
  

Skills

You will have:

• Excellent time management, organizational and prioritization skills, with a high degree of independence;
• Effective problem-solving skills with keen attention to detail;
• The ability to demonstrate discretion, judgment, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of AVP, Student Experience and Development and MacEwan and an understanding of when to involve others in decision-making;
• The capability of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner;
• Excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the university;
• The capability of dealing with a wide variety of constituents in a professional, respectful manner;
• The ability to remain calm and professional in challenging, fast-paced circumstances;
• Flexibility, and the ability to easily adapts to changing priorities;
• A calm demeanor, focus, and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions;
• Strong verbal, written and interpersonal communication skills with a professional and friendly approach;
• Strong proofreading and editing skills;
• The ability to create professional reports and correspondence;
• The ability to take initiative, work independently and manage multiple projects and/or priorities with minimal supervision;
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs and summaries;
• Knowledge of FOIP and records management policies, practices and legislation; and
• Commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
  
  

Qualifications

• A minimum of a diploma in office or business administration.
• A minimum of 3 years of progressively responsible and diversified administrative experience.
• Experience in a post-secondary or related public sector environment is preferred.
• Experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence, and priorities for a senior-level position within an environment with continuously shifting priorities and deadlines.
• Experience and proficiency using Microsoft Suite, Google Applications and Enterprise Resource Planning (ERP) systems such as PeopleSoft.
• 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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