Faculty Administrative Assistant

MaKami College; Edmonton; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Health Spending & Lifestyle Accounts

Educational Allowance for Professional

Emergency Allowance for Unexpected

Free Massages at Student Clinic

Discounts on Programs

Staff Discount in College Store

On-Site Gym Access

Free Parking

Job summary

MaKami College, a public post-secondary college with campuses in Edmonton and Calgary, is hiring an ELCC Faculty Administrative Assistant. You will support faculty operations, student services, and Moodle, while coordinating events and maintaining records.

This role emphasizes strong organization, communication, and adaptability in a dynamic academic environment. Experience in education administration is preferred.

Qualifications

• Diploma or certificate in Administration or related field.
• Experience in Early Childhood programs or businesses.
• 1–2 years in an administrative role or related experience.
• Proficiency with MS Office, SharePoint, Office 365, and MOODLE.

Responsibilities

• Provide administrative support to ELCC faculty operations and student services.
• Manage faculty schedules, events, and department communications.
• Organize materials, resources, and Moodle support for students.
• Maintain records, budgets, and reports for the department.
• Coordinate recruitment events, campus tours, and open houses.
• Support onboarding and orientation for new students.

Skills

Organizational skills

Communication skills

Prioritization

Education

Administration diploma/certificate

Experience in Early Childhood programs

2+ years administrative experience

Tools

MS Office

SharePoint

Office 365

Moodle

Job description

Brief Description

Work in a purpose driven career with MaKami College, a public post-secondary college that has been helping students for over 20 years, with locations in Edmonton and Calgary, Alberta.

Brief Description

Work in a purpose driven career with MaKami College, a public post-secondary college that has been helping students for over 20 years, with locations in Edmonton and Calgary, Alberta. MaKami College offers students in-person, online, and blended programs in Massage Therapy, Health Care Aide, Business Administrative Assistant, Medical Office Assistant, and more. Rapidly growing, we are working to expand our campuses and are continuously working to add programs to our course catalogue. We work with our team to grow and develop in areas they are passionate about, focusing on our MaKami Pillars - Leadership, Professionalism, Helpfulness, and Inspiration. MaKami team members are provided with many opportunities for professional career growth in a fulfilling and dynamic work environment. The ELCC Faculty Administrative Assistant provides administrative support to ensure efficient faculty operations and student services within the ELCC department. Responsibilities include managing faculty schedules, organizing events, overseeing resources, and supporting faculty in meeting program needs. This role requires strong organizational, communication, and adaptability skills to thrive in a dynamic academic environment. This is a new faculty, and the role responsibilities will adapt as the faculty grows.

Duties & Responsibilities

• The ELCC Faculty Administrative Assistant will complete the listed job duties and any other duties assigned by the Supervisor, Lead Instructors, and Department Head.
• Schedule faculty meetings, classes, tutoring sessions, and events using the booking system.
• Coordinate and confirm appointments for department and inter-department meetings.
• Assist in event planning.
• Respond promptly to internal and external inquiries and manage the department email system.
• Prepare and distribute departmental newsletters, memos, and announcements.
• Maintain and manage confidential faculty records, including CVs, contracts, and evaluations.
• Digitize office records from paper copies and upload them to SharePoint.
• Organize departmental filing systems and update databases regularly.
• Track student grades and Moodle completion statuses to recommend further support, including maintaining Curriculum Gate monitoring and supports.
• Assist with performance, evaluation, and other administrative reports.
• Organize and submit supply requests to the Department Head using the designated system.
• Maintain and update the master calendars for cohorts as needed.
• Update directory scheduling and input information into the directory.
• Assist faculty in preparing course materials, including syllabi, handouts, and digital resources.
• Assist with the Learning Management System (Moodle) to support students.
• Facilitate textbook access through VitalSource and assist students with its use.
• Support faculty with orientation and onboarding for new students.
• Plan and organize academic events, such as guest lectures and story-time sessions.
• Coordinate student registration for First Aid, WHMIS, and Food Safety courses at appropriate times, including uploading police checks and providing reminders and follow-ups.
• Assist with student recruitment events, including open houses, orientations, and community events.
• Track project deadlines and deliverables, manage Moodle course start and end dates, and alert the team on progress.
• Support the Practicum Department as needed.
• Organize tutoring sessions in collaboration with instructors and SALT (Strategic Academic Learning Team).
• Organize and track faculty professional development workshops and seminars.
• Coordinate faculty travel arrangements through the College’s systems.
• Collect student course evaluations and track teaching performance metrics.
• Complete data collection, recording, evaluation, and reporting.
• Assist in preparing and monitoring departmental budgets.
• Track faculty-related expenditures, including supplies and expense log submissions, and submit them to the Department Head.
• Handle office supply, book, and equipment requests for faculty using the department’s supply request spreadsheet.
• Receive and process faculty personal expense claims and mileage claims for Department Head approval.
• Coordinate student tutoring using the Calendar Spots system.
• Schedule and manage advising-related communications.
• Monitor student progress and graduation records.
• Reply to student emails or assign emails to the relevant staff member.
• Update and manage faculty inventory, supplies, and the supply catalogue on SharePoint.
• Assist with troubleshooting classroom technology and teaching tools.
• Facilitate the use of online platforms and resources for faculty and students, including Moodle, Classroom Screen, and other office software such as Microsoft To Do.
• Become the knowledge hub for faculty operations, timelines, and events.
• Actively work toward improving, developing, and introducing new faculty systems in collaboration with leadership.
• Other Duties as Assigned.

Education And Experience

• Diploma or certificate in Administration or a related field or related experience
• Experience in Early Childhood programs or businesses.
• Minimum one-two years in an administrative role or related experience
• Proficiency in MS Office, SharePoint, Office 365, and LMS (MOODLE).

Perks & Benefits

• Health Spending & Lifestyle Accounts
• Educational Allowance for Professional Development
• Emergency Allowance for Unexpected Needs
• Free Massages at Our Student Clinic
• Discounts on College Programs & Courses
• Staff Discount in College Store
• On-Site Gym Access
• Free Parking