Administrative Assistant – Mount Royal University

Title of the Job: Administrative Assistant

Location: Calgary, AB

Job Description: Job TitleAdministrative AssistantRequisition #999561.3Job TypePermanent (for any group)Union or Employee GroupMRSAClassificationSAD-05 Administrative Services VPosition End Date (if applicable)LocationMRU Main Campus – Calgary, AB T3E 6K6 CA (Primary)PostingAbout MRUFounded 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 Student Counselling Services:Student Counselling Services is located within Wellness Services at Mount Royal University. Wellness Services has six areas that supports both students and employee health and wellness on campus. Student Counselling Services exclusively serves Mount Royal University students.About the RoleThe Administrative Assistant to the Chair provides support to the Chair of Student Counselling Services, a team of seven full-time counsellors, 4 part-time counsellors, and practicum students. This is a full-time (35 hours per week), 12 month position, that includes working in collaboration with an administrative assistant who works for 10 months of the year (August 15-June 15).Regular Hours of work are 8:30 a.m. to 4:30 p.m.ResponsibilitiesAdministrative Support to the Chair

• Assist the Chair of Student Counselling in the performance of his/her management role.
• Develop and monitor effective office administrative procedures in consultation with the Chair.
• Prepare meeting agenda and background documents.
• Record meeting minutes for departmental meetings.
• Distribute mail, informational material etc within the department.
• Create part-time contracts in collaboration with the Chair and ensure that all required signatures are obtained to activate the contracts.
• Provide the Chair with statistics for the year-end report.

Budget Related Functions

• Budget tracking, quarterly projection, P Card and monthly FAST reconciliation.
• Complete office purchase requisitions, cheque requisitions, expense reports, journal entries etc.
• Ensure all budget expenditures are completed before the end of the fiscal year.
• Respond to inquiries from Chair, Director and/or Executive Assistant regarding budgets and budget numbers.
• Accountable for the petty cash for the department.
• Attend Financial Training Sessions to keep up-to-date on financial procedures.
• Provide support related to the performance of the Counsellor’s evaluation from SEI’s and date input into Key Collect.
• Provide assistance and training to the other administrative assistant.

Communications/Public Relations

• Respond in a positive, friendly manner to all students, staff, faculty, parents and community members who may walk-in, telephone or email Student Counselling.
• Update Titanium Scheduler monthly; work with Titanium software and MRU IT department for all Titanium upgrades.
• Provide clear, informative answers to all queries.
• Keep an open and approachable line of communication with other areas of the University.
• Responsible for custodial, maintenance and frontline requests.

General Administration and SchedulingDevelop, coordinate and maintain an effective system for managing staff and faculty schedules.

• Face to face reception for Counselling Center clients. Greeting students in person, offering assistance as needed to all students, faculty and staff.
• Fall, Winter, Spring and Summer counsellor schedules to be entered into the Master schedule and then into Titanium after approval from the Chair.
• Book potlucks, meet and greets.
• Regular meetings between the chair and counsellors.
• Regular meetings between counsellors (staff, PD, case consult, planning days).
• Meetings with other individuals/groups/committees.
• Track Counsellor’s vacation/research/reassigned time request – receiving approval from the Chair and letting her know of any shortfall of counsellor coverage.
• Track University dates of importance (stat holidays, last day to withdraw, convocation, first and last day of classes each semester etc).
• Maintain administrative files for Student Counselling.
• Update client evaluation forms. (Send Counsellors list to the Office of Institutional Analysis and Planning.(Key Collect)
• Distribute and collect client evaluation forms for the students to evaluate their counsellor.
• Enter data from client evaluation forms into the Key Collect program and forward to the Office of Institutional Analysis and Planning for the statistical analysis.
• Coordinate and make arrangements for new faculty and practicum counsellors (computer, telephone, campus card and keys via appropriate request forms).
• Trouble shoot as required in response to computer and office equipment problems; arrange for maintenance of office equipment.
• Complete purchasing, bookstore forms and purchasing online orders for supplies, office equipment and swag.
• Coordinate all printing and duplicating requests for the department.
• Accurate inventory of office equipment.

Qualifications

• Two-Year Diploma from a University or Equivalent
• Minimum 2-3 years experience
• Experience with Mount Royal University systems, such as Banner and DCU, would be an asset
• Excellent knowledge of MS Office, especially Word and Excel.
• Strong familiarity with Google platforms such as Sheets, Forms, Docs, etc.
• Basic knowledge of budgetary and accounting skills
• Understanding of University procedures would be an asset
• Strong communication, analytical and interpersonal skills
• Well-developed critical thinking and problem-solving skills
• Ability to prioritize work and make effective decisions
• Ability to multi-task and manage time effectively

What We OfferTalented 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 – $58,244 per annumClosing Date: October 31, 2024A 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 EmploymentatIf you require accommodation to participate in the recruitment process, please notify [email protected] and we will work together on your 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. We encourage all qualified candidates to apply; however, Canadian citizens, permanent residents and others currently legally eligible to work in Canada will be given priority. Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. For more information, please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp.

Company Name: Mount Royal University

Salary: $45992 – 58244 per year

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