Administrative Assistant to the Dean

Job Responsibility:

ADMINISTRATIVE ASSISTANT TO THE DEANDEAN'S OFFICE, SCHOOL OF BUSINESS

Competition No. 25.05.148

CATEGORYSALARYCLOSING DATE Full-Time Replacement Term (35 hours per week) MSA Band D (Steps 1-8): $26.083 - $37.932 per hour. $47,471 - $69,036 per annum (Based on 35 hours per week). June 4About Us MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities. Our comprehensive undergraduate university offers 55 programs to more than 19,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world. Opportunity

MacEwan University is seeking an Administrative Assistant to the Dean (Admin Support IV) for a 12-month replacement term opportunity with the Dean's Office, School of Business. Reporting to the Dean, you will provide high-level administrative support, including project management for events like the Allard Chair and Professional Development series. Your responsibilities encompass coordinating the Dean's calendar, preparing briefing materials, and developing systems for smooth office operations. You will also facilitate events and activities for the School and the Dean to ensure effective procedures and comprehensive support across various areas.

Key responsibilities include:

• Serving as the primary liaison for students, staff, faculty members, and visitors, coordinating access to the Dean;
• Strategically triaging information and issues as appropriate, while briefing the Dean on key matters and current events to facilitate timely follow-up and responses;
• Drafting, proofreading, editing, formatting, and coordinating various documents such as written correspondence, briefing materials, key reports, and communications for the Dean;
• Directing the daily administrative operations of the Dean's Office - establishing and maintaining effective and efficient systems, organizational practices, processes and procedures, including the development of guidelines and business workflow documents to enhance operational effectiveness;
• Developing and maintaining internal standards for records management and retention in compliance with legislation and University policy;
• Drafting meeting agendas, attending and participating in leadership and/or committee meetings, recording and distributing meeting minutes, and following up on action items;
• Actively managing the Dean's calendar, including prioritizing meeting requests, scheduling regular and recurring meetings and appointments;
• Coordinating meetings with internal and external stakeholders, rearranging appointments and providing scheduling/calendar assistance to the Associate Deans as required;
• Managing travel arrangements, hotel accommodations, transportation, conference registrations, and itineraries for the Dean;
• Providing support with faculty recruitment and onboarding processes which includes credential validation;
• Facilitating communication between offices and departments, ensuring updates to documentation and process requirements are effectively shared;
• Strategically planning, organizing and coordinating a variety of annual and special events for the School, including liaising with guest speakers to determine requirements, sourcing representation from the School to speak or participate in events and other related activities throughout the year, and recruiting and directing volunteers as needed;
• Reconciling P-card transactions and supporting staff with expense reconciliation, ensuring accuracy and completeness prior to submission for approvals;
• Investigating and resolving financial reporting discrepancies related to the Dean's expenses, collaborating with the School's financial staff to address disputed transactions and ensure alignment with proper processes; and
• Providing training, mentorship, support, and backup for other administrative staff in the School, facilitating effective communication and collaboration.

SKILLS

You will have:

• The ability to proactively manage multiple priorities and tasks with minimal supervision, ensuring efficient and effective completion;
• High emotional intelligence and diplomatic skills, fostering positive relationships and effective collaboration;
• The ability to think strategically and adapt plans in response to changing circumstances;
• Effective leadership skills, providing on-site guidance and direction during events;
• Expertise in overseeing multiple projects simultaneously, meeting deadlines, and delivering high-quality outcomes;
• Exceptional written and verbal communication skills, characterized by a professional and approachable demeanor;
• Meticulous attention to detail, ensuring accuracy and precision in all tasks;
• Sound judgment and discretion in recognizing and handling sensitive and confidential information in an appropriate manner;
• The ability to develop and enhance office systems and processes for optimal efficiency;
• Knowledge of FOIP and records retention practices and legislation;
• The ability to cultivate and maintain positive relationships with diverse internal and external stakeholders;
• Superior organizational and time management skills, adept at prioritizing tasks to meet deadlines;
• Strong problem-solving capabilities, identifying issues and implementing effective solutions;
• Proficiency in analyzing information and processes, applying critical thinking to make strategic decisions;
• Advanced skills in using office software, including Microsoft Office Suite, SharePoint, and Google Drive;
• Effective collaboration skills, working seamlessly with teams and individuals;
• Event planning skills to successfully lead the planning and execution of School of Business and/or university events;
• The ability to conduct research and utilize networks to gather information and prepare documents;
• Strong proofreading and editing skills, ensuring high-quality documentation;
• A calm demeanor and high performance in a fast-paced, multi-tasking environment; and
• Proficiency in coordinating meetings and ensuring effective follow-up on key matters.

QUALIFICATIONS

• A minimum of a diploma in office administration.
• A minimum of 3 years of progressively responsible and diversified administrative experience.
• Experience in a post-secondary or related public sector environment is preferred.
• Experience and proficiency using Microsoft Office Suite and Google applications.
• An equivalent combination of education and experience may be considered.

BENEFITS

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:

• Competitive base pay
• Generous vacation time
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth