Administrative Assistant Facilities Administration

7 days ago

Edmonton, Alberta, Canada MacEwan University Full time

Full-Time Continuing (35 hours per week) MSA Band C (Steps 1-8): $ $32.28 per hour May 23, 2024

About 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 59 programs to more than 18,000 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.

MacEwan University is seeking an Administrative Assistant for a full-time continuing opportunity within the Support Centre of the Facilities Administration department.

Reporting to the Senior Manager, Planning and Finance, this position provides a range of administrative coordination support services to ensure the smooth operation of the department and liaise with the senior management team. This position is responsible for managing the day-to-day activities of the Facilities Support Centre, coordinating meetings, managing correspondence, facilitating effective communication, and assisting in various projects. This role also serves as a backup for various of positions, including purchase orders, data collection, analysis, and reporting as needed.

Key responsibilities include:

  • Receiving and processing work orders by using the computerized system, referred to as Facilities Integrated Management System (FIMS)
  • Managing incoming requests from various channels such as phone calls, emails, and FIMS platforms.
  • In conjunction with the management team, developing and maintaining processes towards an effective and efficient office environment.
  • Maintaining effective communication with internal and external stakeholders and fostering positive relationships.
  • Providing documentation and taking minutes for meetings when necessary.
  • Applying policies and procedures related to FOIP and records management.
  • Providing administrative support in the preparation of presentations, reports, and proposals.
  • Processing Facilities Purchase Requisitions and receiving service invoices in PeopleSoft.
  • Coordinating change requests on existing Purchase Orders.
Skills

You will have:

  • Demonstrated good judgment and discretion in dealing with sensitive and confidential information and matters.
  • Self-initiative, work well under pressure, and prioritize using effective time management skills.
  • Exceptional attention to detail.
  • Superior organizational and work management skills.
  • Demonstrated problem-solving and communication skills in highly stressful situations.
  • Demonstrated a personal management style that fosters a professional, service oriented, positive work environment.
  • Experience working collaboratively with multiple departments, stakeholders, and all areas of authority to ensure client priorities are handled in a professional, timely, and efficient manner.
  • The ability to create professional quality reports and correspondence.
  • Knowledge of researching, analyzing, and compiling information.
  • The ability to learn new responsibilities quickly.
  • The ability to work independently, with minimum supervision.
Qualifications
  • A minimum of a two (2) year diploma in Office Administration or equivalent.
  • A minimum of five (5) years of progressively responsible administrative experience at a senior/executive level.
  • Experience with financial and budget matters.
  • Significant experience with Microsoft Office, including Excel, Word, and PowerPoint.
  • Experience with PeopleSoft and Visio would be considered an asset.
  • An equivalent combination of education and experience may be considered.

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

This position is included under the MacEwan Staff Association Collective Agreement. Please note, initial salary placement for external candidates is limited to the first five steps of the salary grid.

MacEwan University is committed to fostering the principles of equity, diversity, and inclusion within our community, and we are dedicated to removing barriers that have been historically encountered and are currently experienced by some members of our society. We welcome and encourage applications from Indigenous peoples, racialized persons, visible minorities, women, persons with disabilities, sexual and gender minorities, and members of all equity-deserving groups. We believe that the diversity of our students, staff, and faculty serves as a strength of our institution and benefit to society. We are committed to ensuring full and inclusive participation for all in our community.

Accessibility Statement

We strive to provide an inclusive and barrier-free work environment, beginning with the hiring process. If you require accommodation, we want to ensure you have the support you need to showcase your abilities. Please contact and we will support you to the best of our ability.

Personal Information Collection Notification
Personal information is being collected to determine your qualifications for employment. This information is collected, used and protected under the authority of and in accordance with the provisions of the Freedom of Information and Protection of Privacy Act. It may be provided to non-HR members of a hiring and interview panel if your application advances to that stage of the hiring process. If you have any questions about these arrangements, please contact: Human Resources, University Services Centre, Rm , Avenue, Edmonton, Alberta, T5J 4S2 or phone

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