- Participate as a team member in daily procedures and attend team/program area and faculty meetings
- Prepare and distribute agendas, schedule and book meeting rooms, order catering and parking passes
- Prepare meeting materials, minutes for review and distribution
- Distribute institutional-wide and faculty-wide messaging, including policies
- Create and distribute student parchments
- Act as a contact for external stakeholders and demonstrate positive customer service skills in all interactions
- Maintain program, databases and file management systems
- Sort, screen, and prioritize mail to all staff
- Maintain awareness of all programs/courses offered in the area to be able to confidently answer inquiries
- Liaise with other University faculties in Academic Affairs and other stakeholders across campus to support programming activity within the Faculty
- Assist area staff in routine administrative tasks and provide backup support for program area email and phone inquiries
- Prepare written responses and screen calls for the director/dean
- Prepare confidential materials related to personnel and students
- Research and respond to a wide variety of inquiries and issues for the director/dean
- Arrange travel, transportation, and accommodations and provide special project support as required
- Compile statistics and special reports on a regular basis
- Access Banner System for reports and preparation of instructor contracts as requested
- Monitor and communicate payroll deadlines to programming teams and ensure processing of instructional contracts in a timely manner
- Prepare PCard entries for the director, dean, managers and program areas as needed
- Prepare requisitions for payment of business contracts, invoices for special services and purchases, cash reimbursement of expenses, and invoicing of customers
- Arrange and follow up with other departments and external vendors for repairs, maintenance and supplies
- Arrange for office moves and installations of computer/telephone equipment via Frontline
- Manage inventory of office supplies and marketing supplies
- Manage internal board room/conference room bookings for CE Faculty
- One year post secondary certificate or program completion
- 3 - 5 years of related administrative experience
- Proficiency with the Google Suite (Gmail, Forms, Meet, Slides, Sheets, Docs, Drive, etc.) and Microsoft Suite
- Previous experience working in a post secondary environment would be an asset
- Familiarity with student and financial systems including Banner, FAST, Chrome River would be an asset
- Ability to multitask, manage multiple priorities and work with considerable independence
- Excellent professional and interpersonal communication
- Strong attention to detail and organization
Administrative Assistant - Calgary, Canada - Mount Royal University
Description
About the Role
Reporting to the Manager, Business Processes and Strategic Operations, the Administrative Assistant provides a range of administrative duties to support the effective day-to-day operations within the Faculty of Continuing Education. This includes clerical, administrative, and organizational support across all areas of the faculty as well as other key responsibilities such as calendar management of the faculty mangers, directors and dean, assistance with special projects as required, financial administration including Banner contract management, PCard reconciliation, and other duties associated with payroll and finance. The administrative assistant is a key communication link for the Faculty both internally and externally.
This is a full-time replacement term position working 35 hours and ending November 22, 2024.
Responsibilities
Qualifications
What We Offer
Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.
At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.
Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace.
Our campus offers the convenience of a medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, fitness classes, climbing, aquatics, sports, tournaments and certifications for students, employees and the public.