Administrative Assistant to the AVP

Competition No

Category

Closing Date

Full-Time Continuing (35 hours per week) MSA Band D (Steps 1-8): $ $37.93 per hour May 29, 2024

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 to the AVP & CIO for a full-time continuing opportunity with the Information Technology Services department.

Reporting to the Senior Manager, Business Operations, the Administrative Assistant is responsible for providing high-level, comprehensive administrative support to the Associate Vice President, Information Services and Chief Information Officer (AVP), Information Technology Services (ITS) Leadership team, and other areas of ITS as required, ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality and professionalism. Responsibilities include coordinating the AVP's calendar and schedule, developing efficient and effective systems and procedures to ensure smooth operations of the AVP's office and broader ITS department, preparing and distributing communication materials, managing logistics and other general office administration activities.

Key responsibilities include:

• Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the ITS portfolio and priorities of the Office of AVP, Information Services and CIO.
• Planning and coordinating meetings, drafting meeting agendas, attending, and participating in ITS leadership meetings as well as recording and distributing meeting minutes.
• Researching and preparing background materials and developing/drafting correspondence, written responses, and documents (e.g. briefing notes, memos to VP and President's Offices, etc.).
• Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes (i.e., recruitment, RFP process).
• Ensuring completeness of new hire information and ensuring that payroll source documents reflect current increments, benefits, and vacation pay entitlements.
• Completing appropriate forms for Human Resources (i.e. Smart HR forms, EAF's, Termination/Transfer forms, etc.); ensuring that HR and payroll information is submitted for approval to meet required deadlines.
• Scheduling and coordinating meetings including room bookings, agendas, etc.
• May provide training, support and backup for other administrative support staff within ITS.
• Coordinating standing and ad hoc committees and working groups chaired by the AVP (compiling/circulating agendas, preparing meeting materials, recording/distributing minutes, following up on action items, etc.).
• Coordinating documents/materials for governance and administrative committees for ITS.

You will have:

• Excellent time management, organizational and prioritization skills.
• The ability to work with confidential information and to exercise judgement and discretion.
• The ability to take initiative, work independently and manage multiple projects and/or priorities with minimal supervision.
• Effective problem-solving skills with keen attention to detail.
• Customer service skills along with excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
• Strong verbal and written communication skills with a professional and friendly approach.
• Demonstrated flexibility, easily adapting to changing priorities.
• Strong proofreading and editing skills.
• The ability to create professional reports and correspondence.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs and summaries as required.
• Knowledge of FOIP and records management policies, practices, and legislation.
• Demonstrated commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.

• A minimum of a diploma in Office or Business Administration or related field of study.
• A minimum of three (3) years of progressively responsible and diversified administrative experience.
• Direct experience in a post-secondary or related public sector environment would be considered an asset.
• Experience and proficiency using Microsoft Office including Outlook, Excel, Word, PowerPoint; Google suite of applications; Enterprise Resource Planning (ERP) systems such as PeopleSoft; etc.
• 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.

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