Job Description Administrative Assistant to the AVP, Student Experience and Development Location Edmonton, AB :
ADMINISTRATIVE ASSISTANT TO THE AVP, STUDENT EXPERIENCE AND DEVELOPMENT
STUDENT AFFAIRS
Competition No. 25.05.126
CATEGORY SALARY CLOSING DATE About Us
Opportunity
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
