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Administrative Assistant to The Avp, Students

3 months ago

Edmonton, Canada MacEwan University Full time

ADMINISTRATIVE ASSISTANT TO THE AVP, STUDENTS
- STUDENT AFFAIRS**Competition No.** 24.01.31

**CATEGORY**

**SALARY**

**CLOSING DATE**
- Full-Time Continuing (35 hours per week)
MSA Band D (Steps 1-8): $26.09 - $37.93 per hour
February 13, 2024About 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.Opportunity

MacEwan University is seeking an Administrative Assistant to the AVP, Students for a full-time continuing opportunity with the Student Affairs department.

Reporting to the Associate Vice President, Students (AVP), the Administrative Assistant to the AVP, Students is responsible for providing high-level, comprehensive administrative support to the AVP, as well as other areas of Student Affairs 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 complex calendar and schedule, developing efficient and effective systems and procedures to ensure smooth operations of the Office of AVP, Students, preparing and distributing communication materials, providing governance support, managing logistics and other general office administration activities.

Key responsibilities include:

- Acting as a first point of contact for the Office of AVP, Students and provides first-level responses to queries, issues, and concerns; triages issues as appropriate to ensure timely responses, and proactively informs the AVP, Associate Dean(s) or other colleagues of potential actions, issues, and problems, providing suggested responses when appropriate.
- Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Student Affairs portfolio and priorities of the Office of AVP, Students.
- Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.
- Liaising with suppliers, departments, and external vendors to procure goods and services.
- Reconciling purchasing card transactions and supports staff with expense reconciliation as required, reviews expense claims for accuracy and completeness before approvals.
- Facilitating department asset management and inventory management (and related audits, as applicable) and updates/maintains related records and reports.
- Coordinating standing and ad hoc committees and working groups chaired by the AVP Students (compiling/circulating agendas, preparing meeting materials, recording/distributing minutes, following up on action items, etc.).
- Coordinating documents/materials for governance and administrative committees (Provost’s Group, Dean’s Council, etc.) for Student Affairs.
- Tracking, preparing and/or coordinating the reporting requirements pertaining to Student Affairs, including but not limited to reporting for the Government of Alberta, grants, Provost, internal annual report summaries, etc.) ensuring they are completed/submitted within the required timelines.

SKILLS

You will have:

- Excellent time management, organizational and prioritization skills, with a high degree of independence.
- Effective problem-solving skills with keen attention to detail.
- Demonstrates discretion, judgment, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of AVP, Students and MacEwan and an understanding of when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
- Ex