Administrative Assistant to the Chair

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 38 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.

The Faculty of Business and Communication Studies at Mount Royal University consists of two schools: the Bissett School of Business and the School of Communication Studies. Our shared mission is to foster a community of leaders and changemakers committed to advancing a sustainable future. Within this academic environment, students explore diverse programs in business, communication, and media. Through experiential learning and community engagement, we prepare students for the challenges they will face. With strong connections to Calgary's business community and a dedication to ethical leadership, the Faculty equips students to make a meaningful impact in their careers and society.

Aspiring to provide a diverse and inclusive learning environment, Bissett challenges students to become community leaders. Using fundamentals of experiential learning and small class sizes, students are provided with opportunities to connect with industry professionals and local communities throughout their degree. We offer a different kind of business education, to students who want to make a change in our world. The experience at Bissett is very unique, challenging students to put knowledge into practice by engaging in real client projects and directed research. By studying at Bissett our students will transform their degree into their passion.

The Administrative Assistant to the Chair provides comprehensive administrative support to the Chair and assists with various tasks related to department operations. The incumbent works with a high degree of independence and requires excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced environment. The incumbent is the communication link between faculty, staff, students and the community. A key focus of the position is coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently.

Responsibility 1 (50%): 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:
  • Review planning worksheets.
  • Coordinate faculty schedules and classes offered.
  • Data entry in Infosilem DCU (Data Collection Utility).
  • Work with Scheduling, update scheduling changes and resolve scheduling conflicts.
  • Coordinate changes to the schedule including additions, cancellations.
• 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.

Responsibility 2 (35%):  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: 
  • • Book meetings using Google Calendar
    • Prepare meeting agendas and minutes
    • Room booking o Organize catering 
• 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

Responsibility 3 (15%): 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.

• Two-Year Diploma from a University or Equivalent or Journeyman Ticket
•      2-3 years of relevant experience 
•      Ability to manage one’s time and multitask and the ability to work with others in a team environment.
•      Experience in a post-secondary environment

Note: There is a strong internal candidate for this position. 

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. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre. 

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, climbing, aquatics, sports and certifications for students, employees and the public.

Salary:                               $45,992.00 - $58,244.00 per annum

Closing Date:                   May 20, 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).