Administrative Assistant

4 weeks ago


Calgary, Canada Mount Royal University Full time

**Job Description**:
**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.

**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 Role**:
The 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.

**Responsibilities**:
Administrative 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
- 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 Scheduling

Develop, 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



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