Administrative Assistant to the Chair

Mount Royal University is a student-focused undergraduate university located in Calgary, Alberta, Canada. They are seeking an Administrative Assistant to the Chair who will provide comprehensive administrative support to the Chair and assist with various tasks related to department operations, ensuring smooth and efficient operations within the department.

Responsibilities

• Administrative Support to the Chair
• Draft letter and email correspondence
• Manage calendar and schedule appointments
• Manage and coordinate forms related to deferred exam requests, I grade, change of grade requests, Scheduling, etc
• Review projected teaching workload exercises and compile Projected Annual Teaching Load (PATL) forms
• Facilitate Expression of Interest and course allocation processes
• Review and plan schedules for upcoming terms
• Retrieve department metrics data including enrollment rates, class lists, etc. using Argos, IA, Banner
• Collect data through correspondence with department faculty members
• Prepare and generate credit-contracts for part-time faculty, facilitate the contract signing process
• Maintain strict confidentiality and discretion when handling sensitive information
• Department Administration
• Maintain accurate records of course outlines and confidential employee files
• Ensure the proper filing and organization of documents related to department operations
• Assist with department payment requisitions, grid adjustments, JETs, cheque requisitions, budget monitoring
• Maintain records of Chair and peer teaching evaluations, SEI (Student Evaluations of Instruction) and other documents that contribute to the tracking of faculty performance
• Coordinate faculty substitutions and contingency pay if necessary
• Assist with scholarship and awards processes
• Coordinate logistics for department meetings and support events
• Administrative support for advisory committee meetings, partnership council meetings and other department committees
• Provide support to department events
• Provide administrative support for employee hiring processes: prepare position posting, draft correspondence, assemble documents, schedule interviews, and arrange hospitality
• Assist with onboarding new faculty members, including account creation, access requests, basic orientation and work with the Research Coordinator for technology needs
• Input and update of credentials, personal information, and confidential records in the Banner system
• Assist faculty with course material adoptions
• Collect data for exam schedules and coordinate deferred exams
• Communication and Other Administrative support
• Serve as the primary point of contact for inquiries from students, faculty, and external parties. Direct communication through the appropriate channels
• Submit Frontline requests, including key and card access requisitions, maintenance requests, and furniture requests
• Submit IT Service Desk requests
• Facilitate room bookings for faculty and student clubs
• Distribute relevant information to faculty members
• Shares reception coverage with other administrative staff during vacation, breaks and other absences
• Manage office supplies, including pens, materials, and paper for copying
• Sort and distribute mail
• Manage exam booklets and scantrons
• Submit Chrome River reconciliations, ensure expenses are paid to the proper FOAP
• Assist the Dean’s Office with Faculty-wide tracking, metrics and employee directory
• Other duties as assigned

Skills

• Two year diploma from a University or equivalent
• 12 - 18 months experience
• Experience in a post-secondary environment
• Working level knowledge of office processes
• Understanding of the overall organization and operation of MRU
• Strong interpersonal and communication skills
• Ability to communicate with a range of people which will occasionally involve handling difficult or sensitive situations
• Ability to multitask and deal with changing priorities and processes
• Strong organization skills and ability to work independently
• Team player with a professional attitude using tact and diplomacy
• Ability to establish collaborative working relationships with the administrative team and other MRU departments
• Intermediate computer skills in a variety of programs and a willingness and ability to learn new programs and technologies
• Financial knowledge/budgeting would be considered an asset

Benefits

• Learning/training paid by employer
• Paid vacation
• Winter holiday closure
• Personal days
• A free membership in our fully equipped recreation centre
• Health and dental benefits
• Pension
• Health and personal spending accounts
• Disability benefits

Company Overview