Administrative Assistant

Job Title

Administrative Assistant

Requisition #

999443.4

Job Type

Permanent (for any group)

Union or Employee Group

MRSA

Classification

SAD04 Administrative Services IV

Position End Date (if applicable)

Location:

MRU Main Campus - Calgary, AB T3E 6K6 CA (Primary)

Posting

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

About MRU

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.

About the Department of Career Services

Our vision at Career Services is to engage students in transformative experiences beyond the classroom, through work integrated learning and career exploration. We connect industry partners with skilled and motivated students who positively impact our local, national and global community. We are intentional in our approach and have our mission, vision and guiding principles to direct us in the transformative services we offer. We believe that no student is left behind and are committed to four objectives to ensure this; growing experiential career development for all students, delivering exceptional value to our partners (internal/external), increasing graduate employment, and ensuring sustainability through diversification of services and funding.

Career Services is going through its own transformation, and as a high performing team, this will enable us to innovate and build an agile ecosystem that delivers new services and experiences for our students and partners.

About the Role

The Administrative Assistant works as an integral team member of the Career Services department. We are looking for a candidate that is focused on service excellence, is very collaborative and is dedicated to student success.

This role will be performing all the administrative duties pertaining to work- integrated learning opportunities; processing forms, maintaining accurate student records and executing communications. The incumbent will be assisting the Co-operative Education program and its team members. Developing a thorough knowledge of Co-op, you will be supporting coordinators, students and industry partners. The position daily reviews posting opportunities and is responsible for reviewing, formatting, activating and closing jobs on our online job boards.

As a first point of contact, you will be supporting client relations through professional communications in-person, on the phone, email and web. This role also deals with team calendar management of appointments, and events.

This position is a full-time permanent position starting on June 3, 2024 and working 35 hours per week.

Responsibilities

Work-integrated Learning Support

Support students, industry partners, and work experience coordinators

Perform all administrative duties pertaining to work-integrated learning opportunities; processing paperwork, executing email communications, inputting and maintaining up-to date electronic student records

Perform administrative duties pertaining to industry partner hiring and partnership activities; update contact information, prepare application packages, interview set-up

Job posting administration on the MyCareerHub platform, which encompasses

Daily review and approving /declining new organization accounts

Identify the industry sector of new organizations

Review and activate job postings; formatting, ensuring accuracy, and all critical information is received

Update and maintain accurate student information

Input accurate and maintain up-to-date student records and events tracking

Archive records of students that have completed programs

Co-operative Education Program Support

Be the first point of contact for students, staff and industry seeking information about Co-op

Process all Co-operative education applications according to set criteria

Execute communications advising of application status, and next steps

Track Co-op activity and create accurate up-to-date data reports

Collect data on MRU enrollment, eligible Co-op students, email lists and assist in email campaigns

Promote Co-op at MRU community and department events

Maintain up-to-date Co-op FAQs on the department website and platforms

Team Support

Actively support operations team members to ensure, that as a team, set deadlines are always met and business operations are optimally functioning

Support department coordinators with appointments, events, emails, assignments and calendars

Provide document support; drafting, formatting, and proofing

Actively participate in the development of processes, process mapping, and look for ways of streamlining, improving client service and continuous improvement

Event Support

Support execution of event tasks connecting students and graduates with industry professionals

Administrative tasks; emailing event communications, setting up calendar invitations, setting up events on the MyCareerHub calendar, and tracking attendance

May require early morning or early evening support both in virtual or in- person settings

Execute room bookings, materials prep, moderating and welcoming

Provide technical support

General Support

Respond or refer inquires in-person, on the phone, general email inboxes and website

Promptly follow-up with tasks, and actioning items

Greet, direct and assist visitors

Help students book appointments, access services, manage reception check- in

Act as the welcoming face of the department

Assist in the research, and activities to support data gathering and assessment of projects and activities

Special project support

Qualifications

Minimum 3 years of administrative experience in a high traffic office

Proficiency with the Google Suite (Gmail, Forms, Meet, Slides, Sheets, Docs, Drive, etc.) and Microsoft Suite

Attention to detail is a must

“Service excellence” mindset

Ability to efficiently learn new software

Excellent communication skills (written and verbal)

Solution focused; critical thinking/problem solving

Ability to work effectively and be comfortable in an open-office and team environment

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. 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: $42,572 - $53,833 per annum

Closing Date: April 3, 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 athttps:// www. cic.gc.ca/english/study/index.asp.

If you require an accommodation in order to participate in the recruitment process, please notify [email protected] and we will work together on the accommodation request.

We thank all applicants for their interest. Only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Mount Royal University hires on the basis of merit and is strongly committed to fostering diversity as a source of excellence, intellectual and cultural enrichment, and social strength. We welcome applications from those who would contribute to the further diversification of our staff, faculty and their scholarship including but not limited to Indigenous Peoples, women, persons with disabilities and persons of any sexual or gender identity, ethnic, national or socio-economic background, religion or age.