Administrative Assistant

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 36 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.

Mount Royal University has provided continuing education to the Calgary community and beyond for more than 60 years. We offer more than 50 certificate and diploma programs. Our courses cover a wide range of sectors, including but not limited to community and health, business and music education. These courses are offered in a variety of formats on campus, online, in the workplace, and in the community.

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.

• 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

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.

Salary:                 $25.27 - $32.00 per hour

Closing Date:      May 6, 2024

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).

All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and others currently eligible to work in Canada will be given priority.

Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus.  Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp .